Introducing automated notifications for resubmissions eliminated review delays and enabled faster, more reliable approvals.
1. Issue: Operational Stagnation Due to Review Delays
A pharmaceutical company specializing in new drug research and development must frequently revise its internal regulations. This is because new scientific findings, technological advancements, and safety requirements require compliance with the latest regulations and standards.
To facilitate these revisions, the company utilizes an internal regulation amendment and repeal process. In this process, when a drafter registers a new regulation proposal, a notification email is automatically sent to the reviewer.
However, a frequent issue has arisen: when a drafter receives a rejection and submits a revised proposal, no notification email is sent to the reviewer. This often leads to the reviewer not noticing the resubmission, causing frequent delays in the review process.
2. Solution: Send Notification Emails Upon Resubmission
To fix this, the process owner made sure that reviewers now get a notification email whenever a regulation proposal is resubmitted.
Specifically, they added an “Inclusive Gateway” after the resubmission flow for tasks that were sent back. This change ensures that notification emails are sent out upon resubmission, so reviewers can reliably see when proposals are re-submitted and avoid missing them.
Faster reviews and reduced errors by instantly identifying resubmissions and eliminating delays.
- Split Conditions is a modeling element used to control the branching and merging of workflows. Learn more here.
Before
View details of the workflow diagram
1. Regulation Proposal Entry & Reviewer Assignment
The drafter inputs the regulation proposal and assigns a reviewer.
2. Review Regulation Proposal
Once the regulation proposal is submitted in step 1, the assigned reviewer receives a notification email and reviews the proposal.
1X. Address Rejection
If the proposal is rejected in step 2, the drafter addresses the rejection.
3. CEO Approval / Board of Directors Resolution
Following step 2, the CEO decides whether to approve or reject the proposal.
Subject Line: [Approved]
If approved in step 3, the subject line of the case will be prefixed with “[Approved]”.
Subject Line: [Rejected]
If rejected in step 3, the subject line of the case will be prefixed with “[Rejected]”.
After
View details of the workflow diagram
1. Regulation Proposal Entry & Reviewer Assignment
The drafter inputs the regulation proposal and assigns a reviewer.
2. Review Regulation Proposal
Once the regulation proposal is submitted (including resubmissions), the assigned reviewer gets a notification email and reviews the proposal.
1X. Address Rejection
If the proposal is rejected in step 2, the drafter addresses the rejection.
3. CEO Approval / Board of Directors Resolution
After step 2, the CEO decides whether to approve or reject the proposal.
Subject Line: [Approved]
If approved in step 3, the case’s subject line gets the prefix “[Approved]”.
Subject Line: [Rejected]
If rejected in step 3, the case’s subject line gets the prefix “[Rejected]”.
3. Customers Case Study
Honda Motor Co., Ltd.
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Toho Gas Network Co., Ltd. (Negotiation and Design Section)
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Nippon Light Metal Co., Ltd.
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4. Other Business Applications
Inquiry Management in Customer Service
Feedback Management in Performance Reviews
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