Sample Use Cases for Flowlett, the complete Proposal & Contract Lifecycle Management Platform and Application.

1. Sample Flowlett Use Cases
Advebs Inc.,
530 Lytton Ave, 2nd floor
Palo Alto, California 94301
info@advebs.com
(408) 512-1300

2. Sample Use Cases
Use Case #1: Collaboration Workflow: Collaborating to prepare a Proposal
Use Case #2: Approval Workflow: Routing Proposal for Electronic Signatures
Use Case #3: Dynamic Workflows: “What if Joe is on vacation… etc.”
Use Case #4: Electronic Forms: Submitting Expense Reports
Use Case #5: Embeddable & Email-able Forms: Submitting Time Sheets

3. USE CASE #1: Collaboration Workflow
Collaboration to prepare a Proposal
Back

4. Wallace Cooper (you) and Bruce Johnson (your potential client) agree to do business. You
agree on high level terms. Bruce then asks you for a formal proposal.
Wallace Cooper Bruce Johnson
(Sales Manager) (ABC Inc.)
You work with your team to prepare the Proposal. Let’s assume you first need input from
Legal, Engineering & Finance (Collab Stage 1). Then you need your VP Sales to weigh in
(Collab Stage 2). And finally you need your customer to review a Proposal DRAFT (Collab
Stage 3).
Joe Silver
(Legal)
Wallace Cooper Emilio Mendes Anita Kelly Bruce Johnson
(Sales Manager) (Project Manager) (VP Sales) (ABC Inc.)
Kathy Lee
(Finance)
Proposal Manager Collab Stage 1 Collab Stage 2 Collab Stage 3
(External)

5. Collaboration: Step 1 (Write your message)
1
9
1 2 8
1 Set up new collaboration for
proposal for ABC Inc.
3 4 5
2 Enter message for
2 collaboration team
6 Set up alerts so that you
3 are notified when team acts
or does not
3 7

6. Collaboration: Step 2 (Add participants)
1
3
1 Arrange participants for
2 collaboration
2 Set deadlines on each
participant
You can apply pre-
3 configured routes

7. Collaboration: Step 3 (Upload Proposal draft)
1 Upload proposal draft
1

8. Collaboration: Workspace (Wall)
Track where the proposal is
pending at
1 Manage collaborators-
invite or remove people
dynamically from project
Collaborators can add
2 comments here
1 Company’s internal
comments can be hidden
3 from customers (guest
users)
Collaborators can attach
2 4 their work
3
4

9. USE CASE #2: Approval Workflow
Routing Proposal for Electronic Signatures
Back

10. You (Wallace Cooper) have collaborated with your team and have come
up with a killer proposal.
Now you need to route it internally for formal internal approvals and then
send it to Bruce Johnson, your customer from ABC Inc. for his formal
Electronic Signature.
Joe Silver
(Legal)
Wallace Cooper Emilio Mendes Anita Kelly Bruce Johnson
(Sales Manager) (Project Manager) (VP Sales) (ABC Inc.)
Kathy Lee
(Finance)
Proposal Manager Approval Review E-Signature
Order 1 Order 2 Order 3

11. Approval Process: Step 1 (start workflow)
1 Write main message for
customer
1
When recipient rejects, new
2 workflow will start
automatically with pre-filled
information. This saves time
2 3
Set alerts, so you receive
notification when people
take actions or do not
3

12. Approval Process: Step 2 (Add recipients)
1 Act: Approve or Reject
proposal
1 2 Review proposal
Apply e-signature upon
3 approval
2
3

13. Approval Process: Step 3 (Attach final proposal)
1 Upload the Proposal
document
1

14. Approval Process: Receive email notification to act
1
Kathy and others receive
1 emails to act
2 They click on link to act
2 3 Deadline to Act
3

15. Approval Process: Secure Sign in
1
1 Secure (HTTPS) login

16. Approval Process: Time to act- Approve or Reject!
1 Click on Approve or Reject
Final proposal, click to
2 download and review
1 3 Comment area to add
comments
Company’s internal
2 4 comments can be hidden
from customers (guest
users)
Select recipients who
3 5 should receive comment by
email
4
5

17. Approval Process: Review proposal
1 Review Proposal and click
on reviewed when done
1
1
2
3

18. Approval Process: Customer signs electronically
E-Signature
Order 3
1
1 Enter Signature (Name)
2 2 Submit when done

19. Approval Process: Fully Approved & E-Signed!
Flowlett generates
E-signature sheet (portable)
1 Customer can download
copy of signature
1

20. USE CASE #3: Dynamic Workflow
“What if Joe is on vacation… etc.”
Back

21. Modifying workflow participants while the workflow is in progress is a cinch!
Remove Recipient
You realize that Joe Silver is on vacation and the proposal must move without him.
Flowlett allows you to remove Joe while workflow is in progress
Add Recipient
Anita Kelly would like CEO to also review and approve the proposal. Flowlett allows you to
add recipient while workflow is in progress
Joe Silver
(Legal)
Wallace Cooper Emilio Mendes Anita Kelly Bruce Johnson
CEO
(Sales Manager) (Project Manager) (VP Sales) (ABC Inc.)
Add on
Approval
Kathy Lee
Order 2
(Finance)
Approval Review E-Signature
Proposal Manager Order 3
Order 1 Order 2

22. Track & Manage: Track Delivery & Add/Remove recipients
Click on Track & Manage
on the Workflow. The
1 Workflow Routes screen
will appear
1
Click on “Remove” next to
Joe Silver. Joe will be
2 removed from workflow and
proposal will move to next
order
Anita can add CEO
(recipient) on order 2. CEO
will receive notification to
3 act immediately. After CEO
4 4 approves, proposal will
move to customer
You can track team
members actions.
If team member does not
2 act by deadline, you will
4 receive alert. This allows
you to take follow-up action
2 CEO
and have your proposal
delivered on-time
3

23. USE CASE #4: Electronic Forms
Submitting Expense Reports
Back

24. You are back from a business trip. You’d like to file an expense report
for re-imbursement of the trip expenses.
Let’s assume that the company policy requires you to get approvals on
your expense report from your Manager and then the Finance
department prior to getting reimbursed.
Wallace Cooper Anita Kelly Kathy Lee
(Sales Manager) (VP Sales) (Finance)
Approval Approval
Order 1 Order 2

25. Approval Workflow: Step 1 (Start workflow)
1
1 Select Expense Report
Form

26. Approval Workflow: Step 2 (Add recipients on route)
Add your manager as first
1 level approver and Finance
as second level
1

27. Approval Workflow: Step 3 (Fill Expense Report)
1
1 Fill out form

28. Approval Workflow: Anita & Kathy receive email to act
1 Click on link to view
expense report and act
1

29. Approval Workflow: Anita & Kathy act one after another
1
1
1 Approve or Reject Expense
report

30. USE CASE #5: Embeddable & Email-able Forms
Submitting Time Sheets
Back

31. Suppose you have consultants or contractors, and you require them to
fill time-sheets periodically.
Flowlett Forms can be embedded as an iFrame on your website, or
emailed as HTML documents.
All data entered in Flowlett forms is securely transmitted (via
HTTPS/SSL connections) to Flowlett servers.
Request timesheet
Emilio Mendes Mike Polo
(Project Manager) (Consultant)

32. Electronic Forms: Embed Timesheet form
1
Flowlett builds code for e-
form automatically
Just copy the code and save
into notepad as HTML file-
this is your new e-form!
1 Send this e-form as an
attachment via email for
consultants to fill out. It will
automatically get routed to
pre-defined recipients for
approvals, e.g.: Client
Manager, Finance etc.

33. Electronic Forms: Fill Timesheet
1
Consultant opens attachment
and fills timesheet and clicks
on Submit
1
Filled timesheet will securely
and automatically route to
Project Manager