In this article, we will introduce how to digitize the application/approval process.

Draw a Workflow Diagram

The first step is to draw a workflow diagram of the application/approval process to organize the flow of the business. In this article I will introduce simple workflow diagrams and somewhat general-purpose workflow diagrams in order to make it easier to understand.

The simplest application/approval workflow

Let’s start with the simplest application/approval workflow diagram. In this diagram, the process is completed when an applicant submits an application and an approver checks and approves the content.

The simplest application/approval workflow diagram

Application/approval workflows that can be reverted

In the simplest application/approval workflow diagram described above, the supervisor cannot ask the applicant to correct the content of the application if it is not appropriate. So let’s try to draw a workflow diagram that allows you to send the application back to the applicant for correction. With this workflow the supervisor can send the application back to the applicant if it needs to be corrected after checking the content.

A workflow diagram that allows reworking

Application/approval workflow that allows supervisors to start the process

In the workflow diagrams we have drawn so far, only the applicant can start the process. Now let’s draw a workflow diagram in which the supervisor can also start the process. This way, when a supervisor wants a subordinate to submit an application they are also able to start the process.

A workflow diagram that allows the process to be initiated by the supervisor

Workflows with multiple approvers

There are also cases where there are multiple supervisors. Let’s draw a workflow diagram with multiple approvers, where the number of approvers is increased. This way, not only the Manager but also the Director can check and approve the application.

A workflow diagram with multiple approvers

Workflows that can be circulated to other departments

Depending on the type of application, there may be cases where not only your department but also other departments such as General Affairs are involved. To deal with this, we will draw a workflow diagram that allows circulation to other departments. This will allow you to handle, for example, expense reimbursement processing.

A workflow diagram that allows circulation to other departments

Digitizing Workflow Diagrams

If you want to actually digitize the workflow diagram you just drew and operate it as a system, then Questetra BPM Suite is recommended.

Questetra BPM Suite can not only create workflow diagrams like the ones we have drawn so far, but also operate the created workflow diagrams as they are as a business system.

For example, if the simplest Application/Approval Workflow diagram shown above is used with Questetra BPM Suite, it will be as follows.

  1. The applicant starts the process of the relevant workflow application (the workflow diagram you created is now a business system) from the list screen.
    • Icon in the workflow diagram: Start
  2. The applicant will open the Task Application screen in the list to be processed in My Tasks and complete the process, including entering/selecting the necessary items.
    • Icon in Workflow Diagram: Application
  3. The approver will open the Approval Task screen in My Tasks, check the contents of the applicant’s request, and click the “Approve” button to complete the process.
    • Icon in Workflow Diagram: Approval → Finish
The Simplest Application/Approval Workflow Diagram
1. Start the Workflow application process from the administration screen.
2-1. Application screen (= “Application” task processing screen)
2-2. Saved data and task progress after application processing (workflow diagram)
3-1. Select an approved task that has been placed in My Tasks
3-2. Approval screen (= “Approval” Task processing screen)

You can create your own workflow diagram from scratch or import an existing template and use it right away. (You can also customize the template.)

(Reference) Please see below for some templates for application/approval operations.

(Reference) For other templates, please see below.

Benefits of Using Workflow

Operations that can be digitized with Questetra BPM Suite are not limited to application/approval operations. All kinds of tasks can be digitized. In addition to digitization it is also possible to automate tasks (let the system process them).

Specifically, the following tasks can be digitized and automated.

As you can see, Questetra BPM Suite enables you to improve your business by digitization and automation.

– What can be achieved with Questetra BPM Suite

  • Digitalization / Paperless
  • Business improvement
    • Reduction of operational errors
    • Reduction of work hours
    • Improvement of business quality
    • Reduction of operational costs
  • Visualization and management of business progress and performance

Anyone who is interested can try it for free for 60 days. Please feel free to try it out.

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