*The name of „G Suite“ was changed to „Google Workspace“ in October 2020

Migrating from Groupware Workflow
Renewed upon the transition to G Suite

Q. What kind of work are you using Questetra for?

At POCKE INC. we provide content services related to fortune telling, child-rearing, weight loss, weather, etc. based on the concept of creating a smile in the world.

Our fortune-telling service has been very popular thanks to collaboration with fortune-tellers who frequently appear on TV and various media. Also, a headache forecast service, “Zutool“, which was derived from our weather service has been featured in the media, making it a popular service. In addition to providing content, we have also recently begun to offer a „trading desk“ service that uses our expertise in attracting customers through content to manage advertising.

We are using Questetra for various application approval tasks within the company, such as decision-making requests, applications for general affairs, accounting, and legal affairs.

Q. Please tell me how you are using it specifically.

Previously, we were using a Workflow system which had been included in a groupware package. Since it was functionally simple there were many jobs that had yet to be digitised and were still carried out on paper.

We decided to migrate our groupware to G Suite (at that time Google Apps), and so had to replace the Workflow system accordingly. At that time, we compared several workflow services that can cooperate with G Suite by evaluating the following:

  • The ability to handle loops, such as returning to a specified process, rather than simply returning to the applicant
  • The ability to organize and visualize workflows
  • The ability to handle complex content creation flows

Based on these factors we decided to adopt Questetra.

Work that had to be done on paper up to that point could proceed with the transition to Questetra, and now there are only very few operations still done on paper.

Secure collection of Individual Numbers

Q. I heard you are also using it for the collection of Individual Numbers.

In addition to our employee’s Individual Numbers we also need to manage those of the self-employed who we deal with for fortune-telling services, etc.

Because I wanted to avoid building a new system just for collecting Individual Numbers, and I knew samples were prepared for it, so we made it possible to collect Individual Numbers with Questetra.

It was a great help that I could build a system that can securely collect Individual Numbers in the short-term at a low-cost by slightly modifying the samples prepared by Questetra. Even now we are using that flow as part of our induction process.

(* Editor’s Note: Template for Individual Numbers collection is HERE.)

Q. Please tell me anything you have devised.

When collecting the Individual Numbers of external business people, I tried to link to Questetra from the web form created in-house. By doing so, we are able to carry out processing without delays or omission. Also, there are operations in which we keep the master data used by Questetra on a Google Spreadsheet, since Questetra has a high affinity with G Suite. In addition, day-to-day internal communication to prompt the submission of overtime work applications, and regular contact at the end of the month have been automated by Questetra to make it more efficient.

Although I am using Questetra quite a lot with the help of Questetra’s customer support staff who taught me a lot, I would like to use it more extensively in the future.

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