Secure Document Control & Fast-Track Approvals: Automated 5-Step Workflow for Critical Data
This project deployed a dynamic workflow management application using Joget to streamline the collection, multi-level approval (up to five stages), and secure transfer of sensitive business files. The solution implemented dynamic API integration between Joget and the Boomi integration platform, which handled external file processing and subsequent storage in Azure Blob Storage. The primary objectives were to accelerate the approval lifecycle, eliminate manual transfer errors, and ensure end-to-end security and transparency for file submissions.
Client Overview
The client is JERA, Japan’s largest power generation company. They required a robust system to manage the complex, multi-level sign-off process for critical business files. The old manual system suffered from approval delays, high security risks, and a lack of transparency regarding file status, all of which are critical issues within a large-scale, security-conscious energy utility.
Technical Stack
Industry
Energy, Power Generation & Utility
Region
Japan
Project-size
Non-Disclosable
Company size
Large Scale Company
Implementation Highlights
Automated a complex five-level approval workflow within Joget to ensure efficient and accurate routing of requests.
Established secure, dynamic API integration for file transfers, enabling Boomi to retrieve files from Joget, process them, and store/retrieve return files via Azure Blobs.
Implemented a flagging system to prevent data duplication, ensuring files cannot be submitted twice without proper validation.
Integrated role-based access control and approval-based screens for stringent data security and compliance.
Configured dynamic email notifications to alert users only at critical milestones, preventing email overload while maintaining transparency.
Challenges & Solutions
Lengthy, manual multi-level approval process leading to delays and lack of user visibility.
Solution: Automated the entire 5-level approval workflow with Joget, resulting in a 60% reduction in approval time and providing applicants with a clear, real-time view of their submission status.
Securely transferring sensitive files to external processing platforms (Boomi/Azure) and preventing data breaches/errors.
Solution: Used dynamic API calls for seamless, secure handshakes between Joget and Boomi, leveraging Azure Blob Storage for centralized, secure cloud storage of all business-critical files.
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Results & Impact
- Achieved a 60% reduction in overall approval time, accelerating decision-making.
- The flagging system successfully prevented data duplication, enhancing system accuracy.
- Eliminated human errors associated with manual transfers and ensured secure file handling compliant with organizational policies.
- Timely, relevant email updates and progress tracking increased user satisfaction and reduced administrative follow-up queries.
Key Learnings & Next Steps
- Automation is paramount for complex, repetitive tasks like multi-level approvals, dramatically minimizing human error and boosting efficiency.
- Robust security, including Role-Based Access Control and secure API integration, must be the core design principle when handling sensitive business data.
- Scale the solution to handle a larger volume of submissions, integrate with additional external platforms, and introduce advanced analytics and reporting features to provide deeper insights into workflow efficiency and approval trends.
