This document discusses how a large corporation streamlined hundreds of legal authorization requests across subsidiaries by implementing an automated approval workflow system using WorkflowGen. The previous paper-based process was inefficient, causing requests to get lost or delayed. WorkflowGen integrated with the company's directory to automatically route requests to the correct approvers based on their roles and notify them electronically. This eliminated bottlenecks and improved security by digitizing the process.

1. How a large corporation
can streamline hundreds of
subsidiaries' legal authorizations
An entire approval circuit based on a company directory

2. The Challenge

3. When managing hundreds of subsidiaries under the
umbrella of one large corporation, keeping track of and
controlling all required legal authorizations can cause real
headaches. In this organization, these requests were
being passed between different actors — on paper forms!

4. Needless to say, this process was a hassle, inefficient,
and not very secure. With no efficient way to properly
manage and track requests, forms would easily get lost, or
languish on someone’s desk while they were on vacation,
creating bottlenecks and confusion.

5. Requirements

6. • Integrate with the company’s existing technological
stack
• Provide automatic notifications
• Give assistants the ability to track every request
• Automatically determine each and every actor in an
approval circuit based on specific conditions

7. The
WorkflowGen
Solution

8. By dynamically defining an entire approval circuit, legal
authorizations could now follow a specific workflow without
the risk of any of them getting lost.

9. An assistant could easily launch an authorization request
in a few minutes, with automatic notifications sent to all
actors involved in the approval circuit. And, of course,
paper forms would finally become a thing of the past.

10. This solution uses WorkflowGen’s GETUSERSFROMDIR
application to retrieve specific users based on any
condition, such as job title and company name, in order to
automatically assign actions to individual users or to
groups of users.

11. This is a perfect example of how WorkflowGen can
leverage an existing company directory through a tight
integration that allows for the easy automation of tasks
that might otherwise take hours, days, or even weeks.

12. The most obvious benefits come in the form of time freed
for higher value tasks, and increased security and integrity
of the requests themselves, since they can no longer get
lost or stuck.

13. Technical
Implementation

14. • Synchronize the company directory to the WorkflowGen
database.
• Configure the GETUSERSFROMDIR application to
retrieve users.
• Assign actions to the retrieved users.
• Embed the end-user portal into the company intranet.
• Create a search function for users to manually assign
actions to specific users.

15. Benefits

16. ✓The delegation tool gives users the ability to delegate
an action or a selection of actions to another user. This
feature keeps the workflow running without
encountering any bottlenecks.
✓Personalized notifications keep external actors informed
of request statuses.
✓WorkflowGen’s Quick Mass Approval and Remote
Approval features together with the mobile app give
actors the tools to stay on top of decision-making.

17. ✓Assistants remain in control of legal authorizations and
can intervene at any time.
✓Automation of processes optimizes employees’ time by
allowing them to work on strategic projects and value-
added tasks.

18. About WorkflowGen
• Build process-driven business apps with low-code / no-code workflow automation
• Automate any type of human and system-based enterprise process
• Customize and integrate your workflow apps to fit your environment
• Use the FREE version (download or Docker) of WorkflowGen for unlimited users.
Then subscribe and pay only for the process administrators while benefiting from
unlimited end-users, processes, instances, features, support and upgrades
• Organizations worldwide use WorkflowGen since 2003

19. Automate any enterprise processes
• IT (account creation, helpdesk, IT change, etc.)
• Human Resources (staffing requisition, employee onboarding, employee evaluation, etc.)
• Finance (investment application, CAPEX, procurement request, etc.)
• Operations (product life cycle, product creation/modification, feasibility study, etc.)
• Quality (ECN, corrective actions, risk management, compliance, customer claims, etc.)
• Marketing (campaign management, sales materials validation, etc.)
• Legal (Contract validation, new client intake, etc.)

20. Examples of real-life implementations
• Fleet management for a major group of container shipping companies
• Post-production management of blockbuster movies for an international media
company
• Directorship management for one of the largest global industrial groups
• Global clinical survey implementation processes for a global leader in market
research
• Air mission management for a Ministry of Defense
• Artist contract management for a major music label
• Management of international mobility of employees of Fortune 500 companies

21. Some WorkflowGen Clients
Read customers’ reviews

22. Start automating your
processes today!
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