What is digitization of approval requests?

In the conventional approval process, application documents are circulated for approval, and the general flow is to obtain approval stamps from upper management. Digitization of the approval process refers to the process of converting this sequence of steps into electronic data. The analog method of stamping a "seal" on a "paper document" has its advantages in that the actual document can be checked and it is a familiar format, but it also poses a number of challenges in today's corporate activities.

One way to digitize the approval process is to create an electronic document on a computer and send it by e-mail, but this may not bring much benefit because it simply replaces paper.

In order to review the current approval system and speed up the process, it is effective to introduce a workflow system. The computerization of approval requests through a workflow system can solve a variety of issues currently seen. The reasons for this are described in detail below.

*For more information on the problems associated with operating paper-based approval requests and the details of the computerization of approval requests, please refer to "What will change with electronic approval requests? Please see "Explanation of the merits and key points of introducing electronic approval requests".

Advantages of systemizing approval requests with a workflow system

With a workflow system, paper applications and vouchers can be digitized as "application forms" for approval and circulation. Some of the advantages gained by digitizing approval requests in a workflow system include the following

• Reduction of labor and effort

The necessary templates can be quickly found by document search, reducing the workload of searching for forms, errors, and document preparation. Applications and approvals can be completed only by operations on the terminal, eliminating the need for submission, sending, and circulation. This reduces the time and effort required for physical delivery.

• Reduction of costs

Reduces not only document paper and printing costs, but also human costs for clerical work and document management costs. Since there is no need to store documents, it also contributes to space saving in the office.

• Speeds up the approval process

Since there is no need to circulate documents, processing proceeds regardless of whether it is outside the company, in a remote location, or overseas. Approval decisions can be made over the Internet from any location, eliminating processing delays caused by the absence of the approver.

• Easier management

No more filing, organizing, and storing of documents to be approved. Since the documents can be recalled by search, you can respond quickly when you want to check past approvals or in case of external audits, etc.

• Visualization of the approval process

The approval status can be easily grasped, and the progress of the process can be seen at a glance. Since the approval is automatically sent to the next approver according to the set approval route, there is no confusion regarding the approval route.

• Reinforcement of internal control

Application and approval rules can be systemized for appropriate operation in accordance with business rules. History management and access control are available for each application form, preventing unauthorized processing and rewriting.

• Utilization of data

The applied data can be easily searched, extracted, and aggregated. Past data can be used to analyze and improve business operations.

• Support for Diverse Work Styles

The system can be used with mobile devices, enabling applications and approvals from teleworkers, remote workers, and those on the go. This enables workflows that accommodate the diversification of work styles. It can lead to a reduction in work hours because time can be used more efficiently.

Specific examples of systemization of approval requests

The following is a successful case study in the systemization of approval procedures.

Thorough digitization and paperless operation for improved productivity

This is a case study of a Japanese regional bank. The bank systemized the approval process with the aim of breaking away from the "paper culture" and promoting computerization. By adopting a workflow system with a wide variety of standard components that support various business formats, the bank was able to build a system that meets its unique business operations.

In addition to creating an application format that reflects the procedures established within the bank, the system also supports the detailed operations required for banking operations. By digitizing the application workflow, the applicant's workload was reduced.

In addition, the system has made it easier to ensure that the necessary information can be verified in a short period of time, allowing more time for customer service. This has enabled us to provide services with a high level of satisfaction.

Break away from the paper culture that persists in school corporations and digitize operations

This is an example of an educational corporation contributing to the development of international human resources. The school corporation launched a "Work Style Reform" project to change its analog culture, which has deep roots in the school corporation, with a view to the next 100 years. The company has departed from the paper-based culture by adopting electronic approval and decision-making processes.

All the approval requests and decision-making operations were switched to electronic management to improve operational efficiency. This has made it possible to further promote paperless operations and simplify and standardize administrative work.

The threefold input process of paper application by the applicant, input of application details by the person in charge, and journal entry by the accounting department has been eliminated, reducing the man-hours required for application by 50% compared to the previous method. This translates into a man-hour reduction of more than 3,000 hours per year for approximately 10,000 applications per year.

The corporation has been able to speed up decision-making and save labor, giving momentum to its education business for the future.

In order to improve operational efficiency, including the systemization of approval processes, especially for large companies, a development tool that is simple to operate and highly customizable is necessary.

At the same time, the system must be capable of low-code development that can withstand the complex flows that are common in large companies. If the system is flexible, it can be modified quickly when new operations arise or when defects are found.

For more information on development tools, please refer to No. 2 "Development Tools.

What are the functions of a workflow system for streamlining requests for approval

The main functions of a workflow system needed to improve the efficiency of the approval process include the following

• Form Design

A GUI-based format creation function is provided, allowing easy creation of application forms

• Routing

Ability to define approval flows tailored to your company. Applications and approvals can be automatically progressed through the appropriate route.

• Creation of application forms

Applicants can create application forms by simply calling up a template and entering the necessary items in the editor.

• Approval and decision making

The approver can decide whether to approve or reject the application on the screen. The approver can also set up a return for rejection. Approval status can be visualized and the progress of processing can be checked at a glance.

• Integration with other systems

Data can be shared by linking with systems for expense reimbursement, time and attendance, purchase management, claims management, etc., and exporting as CSV files.

• Operation management function

Security settings allow setting of access privileges for reference and modification of application processes.

In addition, we also recommend progress management functions, such as e-mail notification of application and approval acceptance or rejection, and alerts on the system. Furthermore, if you are considering switching from an existing system, it is important to select a new system while thoroughly checking the differences from the current system and scrutinizing the effects after the transition.

Selecting a workflow system adapted to your company to improve the efficiency of requests for approval

The introduction of a workflow system will help simplify and clarify the flow from application to approval, thereby improving operational efficiency. Not only will it speed up the process of decision-making, but it will also help reduce costs related to people, time, and money that have been incurred in the details. Although the systemization of the approval process has many advantages, it is important to select a workflow system to ensure that the introduction of the system will be effective. Select a workflow system that contributes to efficiency by carefully examining its functions and performance.

ArielAirOne (Groupware)" is oriented to maximize the performance of the entire organization by supporting users. The intuitive UI is an important element that directly affects performance in business operations. Please take a look at the following materials.

ArielAirOne Framework (workflow development tool)" is a development tool that can handle low-code development and is highly customizable to meet the complex needs of your company. If you are having trouble developing your own business application, please take a look at our introductory materials.

Product introduction materials

ArielAirOne" is the groupware for large companies

With an intuitive, lean UI and personalization based on the IT literacy of the user, a wealth of functions can be easily used for different purposes immediately after introduction.

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HUE Workflow" is a SaaS type workflow service that can be used from a single user. The application form is in spreadsheet format, so it can be set up with a familiar feel, and can be easily introduced and operated by on-site departments. Please refer to the following materials for more information.

Product introduction materials

HUE Workflow" dominates Japanese workflow

Workflow service that can be easily used onsite with no code

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Reference:

• Introduces a list of workflow system functions! From basic functions to useful features｜IT Trend