Auto-generated, locked titles prevent prefix errors and improve data reliability.
1. Issue: Forgetting to update the subject line
The company is a pharmaceutical organization specializing in the research and development of new drugs. Due to new scientific findings, technological advancements, and the need to ensure safety, internal regulations are frequently reviewed and updated to comply with the latest rules and standards.
Most revisions or abolitions of regulations are done by modifying and resubmitting previously approved regulations. Approved regulations are automatically prefixed* with “[Approved]” at the beginning of their subject line (e.g., “[Approved] Board of Directors Regulations”). However, there have been frequent instances of editing errors in the subject lines, specifically when this prefix was not removed when regulations were being reused and resubmitted.
* A method of making the type of matter easily identifiable at a glance by adding information indicating the category to the beginning of the subject line.
2. Solution: Automatic Subject Line Generation
To solve this issue, the process owner set the subject line editing permission to ‘Display Only’ (non-editable). Additionally, they designed the system so that the subject line is automatically populated when an application proceeds to the next stage.
Specifically, the system applies a format where the regulation name entered in the previous step is prefixed with “[Draft]” (e.g., “[Draft] Board of Directors Regulations”).
Reducing manual input errors enhances data accuracy and business reliability.
Before
View details of the workflow diagram
1. Draft Regulation Input & Reviewer Nomination
The drafter inputs the draft regulation and nominates reviewers.
AI Check: Differences/Typos
If an old regulation is input, the AI automatically creates a comparison table between the new and old regulations.
2. Review Draft Regulation
When a draft regulation is submitted (including resubmissions), the nominated reviewers receive a notification email and review the draft.
1X. Rejection Handling
If there’s a rejection in step 2, the drafter addresses it.
Subject Line: [Withdrawn]
If the draft is withdrawn after step 1X, the subject line of the matter is prefixed with [Withdrawn].
3. CEO Approval / Board of Directors Resolution
Following step 2, the CEO decides whether to approve or reject the draft.
Subject Line: [Approved]
If approved in step 3, the subject line of the matter is prefixed with [Approved].
Subject Line: [Rejected]
If rejected in step 3, the subject line of the matter is prefixed with [Rejected].
After
View details of the workflow diagram
1. Draft Regulation Input & Reviewer Nomination
The drafter inputs the draft regulation and nominates reviewers.
Subject Line: [Draft]
In step 1, the subject line is automatically set using the Regulation Name that was entered, prefixed with [Draft].
AI Check: Differences/Typos
If an old regulation is input, the AI automatically creates a comparison table between the new and old regulations.
2. Review Draft Regulation
When a draft regulation is submitted (including resubmissions), the nominated reviewers receive a notification email and review the draft.
1X. Rejection Handling
If there’s a rejection in step 2, the drafter addresses it.
Subject Line: [Withdrawn]
If the draft is withdrawn after step 1X, the subject line of the matter is prefixed with [Withdrawn].
3. CEO Approval / Board of Directors Resolution
Following step 2, the CEO decides whether to approve or reject the draft.
Subject Line: [Approved]
If approved in step 3, the subject line of the matter is prefixed with [Approved].
Subject Line: [Rejected]
If rejected in step 3, the subject line of the matter is prefixed with [Rejected].
3. Customers Case Study
Honda Motor Co., Ltd.
Used for Company-wide Approval Flows such as general affairs applications, training recepti…
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Toho Gas Network Co., Ltd. (Negotiation and Design Section)
500 Applications Per Month Completely Digitized! Reduced Labour and Eliminated Printing and…
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MITSUBISHI PENCIL CO., LTD.
Moving Complex Business that had been processed by Notes to the cloud workflow. Approximate…
View More4. Other Business Applications
We will enable AI-based reviews for the following tasks:
Internal Notification Template Management
Quality Document Update Process
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