Digitising a multi-step approval process
Client Company B handles internal requests that need several approvals. This project replaces email chains and spreadsheets with a single workflow application that shows who must act next and what has already been decided.
- Client
- LogoClient Company BProfessional services
- Service
- Software engineering
- Scope
- Workflow application, access control, audit trail
- Status
- Illustrative
Context
Client context
An organisation with several departments and approval levels, where requests regularly stalled without a clear owner. [Placeholder: replace with the real client context, with permission.]
Challenge
The challenge
Nobody could say where a request was, who had approved it or why it was waiting.
- Requests lost in email threads
- No record of who approved what and when
- Manual follow-ups to chase approvers
Constraints
Requirements and constraints
- Approval paths that match the organisation's real rules
- Role-based access so people only see what they should
- A complete audit trail
- Simple enough that staff adopt it without long training
Solution
Proposed solution and architecture
A web-based workflow application with configurable approval steps, email notifications and a status dashboard. Every action is logged with user and time.
- Request forms with required fields
- Configurable approval steps and roles
- Notifications and reminders
- Status dashboard and audit log
Our role
Medici Labs' role
What Medici Labs does
- Requirements analysis and workflow design
- User interface and application build
- Access control and audit logging
- Testing, deployment, training and maintenance
What the client provides
- Confirm approval rules and thresholds
- Nominate pilot users from each department
- Review the design and test with real requests
Delivery
Implementation approach
Discover
Document the current process and where it stalls.
Design
Model the workflow, roles and screens, then review them with users.
Build and test
Develop in stages and test with a pilot group.
Release
Roll out department by department with training.
Outcome
Outcome and current status
Illustrative scenario. No measured results exist for this example. For a real project this section reports verified outcomes only.
Intended aims
- Better visibility of every request
- Clearer accountability at each step
- Fewer manual follow-ups
Next steps
Lessons and next steps
Piloting with one department first surfaces rule exceptions early. Next steps could include integration with the finance system.
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