Workflow Apps

Daily Report Flow

Automatically starts up every morning for reporting daily business. After the Step of [1. Enter report] is handled, the superior confirms the content at the Step of [2. Daily report confirmation]. If there is a comment, it will be sent to the reporter by email, and if the report needs correction of the contents etc., it will be returned to the Step of [1x. Rework]. If the first Step is not handled by the deadline time, it will be automatically terminated as “Unreported”.

Hours-worked Report Flow

Records clock-in and clock-out and calculates hours-worked automatically. Starts automatically at 7 o’clock every morning, and after processing the Step of [1. Attendance report] [2. Leave time report], the hours-worked are automatically calculated then goes to the Step of [3. Hours-worked confirmation]. Even if processing is not completed at each step, it will proceed automatically after a certain period of time has elapsed. If the first Step is not processed by the deadline time, that day is treated as a vacation. In addition, ingenuity to save efforts has been made such as the initial value setting and input support.

Expense Claim Monthly Flow

Expenses paid behalf are claimed collectively by month. Starts automatically in the “Morning of the 1st of every month”, and allocates the Step of [1. Input Expense/ Claim] to all employees. An employee inputs data of expense each time paid on behalf and saves, and claims when all input is completed at the end of the month. After approval by the supervisor and accounting, “Expense reimbursement claim PDF” is automatically generated, to which receipts to be attached to submit.

Out-of-pocket Expenses Claim

A User claims every time when expense paid out-of-pocket. Launched by emailing the receipt image taken with “smartphone” was done, and the amount and the date etc. of expense paid are automatically entered from the email body. At the Step of [1. Claim (appending], data of the claim can be added/modified, but it will be automatically submitted after 24 hours have elapsed. Users can make a claim also with a browser, and check the progress.

Catalogue Request Correspondence Flow

Accepts information request via the Web form, and registers customer information after sending the catalogue. After checking the contents of the web form entry at the Step of [Confirmation / Judgement], a Cover Sheet PDF is automatically generated. Also, the customer information is registered in the database (kintone) after the catalogue is shipped. If it is necessary to respond promptly by a sales representative, it proceeds to the step of [3. Undertake / Recording of result].

Answer Drafting Flow

Accepts questions and designates personnel to create the answer. After accepting the question with the Web form or email etc., the person in charge who will prepare the answer sentence will be appointed at the Step of [2. Jurisdiction to answer]. Answers are drafted by AI, and responsible personnel completes it. At the Step of the [5. Reviewing terminology and legal], the content of the answer is checked, and if approved it will proceed to the following Step.

Customer Master Data Sync Process

Synchronizes “Customer Master” managed in Google Spreadsheet, automatically. Automatically Starts 1:00 every night, connects to Google spreadsheet API, and acquires “Customer list”. The acquired customer list is reformatted and updated as “Customer Master (Options XML)” on the Workflow platform. It also corresponds to a manually starting by a person or checking on a list.

Estimate Creation Flow

Generates a quotation PDF to be approved by the superior. A quotation PDF is automatically generated after the submittee, details and total amount are entered at the Task of “Drafting Quotation”. After the approval of the superior, the status of the Issue is recorded at the Task of [3. Submit Quotation] and [4. Win-loss Report].

Purchase Request flow

Manages from purchase request to ordering/reception, payment. When a purchase is approved at the [2. Judgement] step, it proceeds to the ordering processing. If it requires a transfer process after placing an order, it proceeds to the Step of [5. Bank Transfer] in parallel with the Step of [4. Delivery Confirmation]. It manages status such as “Order processing” and “Delivery waiting”, so you can confirm the progress.

PayPal Billing Process

An independent subprocess to be invoked by various business flows. Through “PayPal Invoicing API”, 1) let PayPal generate “PayPal Invoice”, 2) let PayPal send “PayPal Invoice”, 3) confirm payment status of “PayPal Invoice” to PayPal. Also generates “Transfer slip CSV” for accounting system automatically.

Online Estimate Storage Flow

Stores quotation PDF automatically to share. A quotation PDF is automatically generated after the submittee, details and total amount are entered at the Task of “Drafting Quotation”. After the quotation is submitted, the quotation which succeeded in the contract is automatically uploaded to the Dropbox folder.

Travel Request Flow

Allows multiple personnel to make an approval. By registering the deputy manager and assistant manager as “leader of the department (supervisor)”, other than the department manager become able to undertake the Task of [2. Approval on Travel]. Incidentally, the Operation of [2. Approval on Travel] will be allocated to a person other than who handled the [1. Register Travel] Task.

Decision-making Request Flow

Realizes “proxy approval” by the deputy manager. That is, requests of less than 1 million yen proceed to [3a. Approval], and the deputy manager will also be able to give approval. Applications for between 1 to 5 million yen will be also accepted after 24 hours. Meanwhile, for applications over 5 million yen, proxy approval is not allowed.

Fax Reception Process

Internet FAX (cloud fax service) is a mechanism to convert received faxes into PDFs and notify them by e-mail. This Workflow-App receives the notification email via mailing list. After that, PDF data received is checked in [1. Confirm order]. Noise data such as unwanted faxes and false positives are eliminated. The files are saved according to the rule in the automatic processing step [Save G Drive].

Human Multitasking Workflow

Cleaning work and cleaning inspection work are carried out. If there is a work in [2. Clean up] or [3. Inspect room], a person who can deal with it will respond. While “waiting time” was allowed under the division of labor system, productivity improvement is achieved through multifunctionalization of employees.

Guest Complaints Sharing Process

If there is a complaint from the guest, it will be recorded in [0. Entr. Guest / Complaint]. The front representative can recognize the occurrence of complaints by automatic mail at 5 o’clock in the morning. The content to be shared by the cleaning staff from the front manager is entered in [1. Rprt. Checked-out].

Billing Process

The billing data is entered in [1. Invoice Data Check]. The invoice PDF is automatically generated in [PDF Auto-generation]. When payment is confirmed by accounting, all processing is completed.