1. Issue: Inability to analyze incomplete requests
The website of ◯△× Company was built with WordPress.com, and is currently operated and managed by the Marketing Department. The Marketing Department utilizes a Workflow App to manage and fulfill article posting requests from other departments.
Recently, there have been instances where published articles based on requests contained outdated or incorrect product information, such as pricing and specifications. In the past, the marketing department would review the content before publishing. If any errors were found, an authorized team member would delete the problematic request on the Workflow app.
The increasing number of deficiencies in requests makes it challenging to identify trends, such as which departments or content types are causing the most issues. Additionally, the complete removal of deleted requests from the Workflow app prevents searching and analyzing past cases. This lack of data-driven insights hinders the implementation of improvement measures and increases the risk of recurring deficiencies.
2. Solution: Add keywords to the subject of abandoned requests
The Process Owner has configured two options to resolve this: discarding the draft or sending it to WordPress after proofreading. If the draft is discarded, the workflow proceeds as follows:
- The subject of the request will automatically be marked as “[Abandoned]”
- The request will be considered completed, but the history will be recorded
For example, if your subject is “Blog Adding New Features for 2025”, it will be displayed as “[Abandoned] Blog Adding New Features for 2025”, making it easier to narrow down your search.
Before
View workflow diagram details
Submit draft (employees only)
Marketing department staff can submit their draft.
Back up your requested manuscript
Manuscripts requested by other departments are automatically backed up.
Proofreading
A marketing team member will proofread the manuscript if any required publication items are missing.
Image to WordPress
Upload your media files to WordPress.com.
Submit manuscript to WordPress
Create a draft post on WordPress.com.
Published with minor corrections
The marketing department will make minor edits to the draft and publish it.
Release Notification
The publication of the article will be shared within the department.
After
View workflow diagram details
Submit draft (employees only)
Marketing department staff can submit their draft.
Back up your requested manuscript
Manuscripts requested by other departments are automatically backed up.
Proofreading
A marketing team member will proofread the manuscript if any required publication items are missing.
Set subject
The subject line will automatically be updated to “[Abandoned]”.
Image to WordPress
Upload your media files to WordPress.com.
Submit manuscript to WordPress
Create a draft post on WordPress.com.
Published with minor corrections
The marketing department will make minor edits to the draft and publish it.
Release Notification
The publication of the article will be shared within the department.
3. Effects
Identifying request errors
By adding “[Abandoned]” to the subject line, you can quickly identify past request errors.
Improved searchability of request history
The history of deleted requests is retained, allowing you to easily review past requests by searching for the keyword “[Abandoned]”.
Accelerating data analysis
This simplifies the process of visualizing error trends and analyzing problematic departments and request contents.
4. Other business applications
Review and approval flow management
Product information correction requests and advertisement placement approval flows can help to identify, record, and prevent the recurrence of mistaken requests.
Managing customer history
This will clearly identify errors made by customer support (CS) and prevent them from happening again.
Optimization of ordering and procurement management
By keeping a history of ordering errors, you can review and strengthen your purchasing rules.
Streamlined project management
Identify unnecessary tasks and incorrect specification changes to reduce wasteful work.