Solutions Blog

Process
The employee completes the I.T. Clearance Application to obtain the authorization to use various software. The application is sent to his/her manager, who can then approve, or reject the request.

Should the manager approve the application, it will then be simultaneously forwarded to every person involved by the software the employee requested.

Once all recipients have approved the application, it is sent to the I.T. department, which then opens the account(s) requested by the employee, in agreement with the various departments. 
 
Workflow with WorkflowGen
1/ The employee opens his/her browser and logs on to WorkflowGen.

2/ He/she clicks “New application” and selects “I.T. Clearance Application”. By clicking “Launch application”, he/she then accesses the “Application follow-up form”.

3/ In “My to-do list”, he/she clicks “Complete” and the form corresponding to the application selected is displayed. The employee completes the form, selects the software he/she wishes to be able to access and clicks “Send form”.

4/ Now back at the “Application follow-up form”, the employee can choose to whom the application is to be sent. By clicking “Assign this action to a person”, he/she can select the person from a list and click “Assign”.

5/ At this point an e-mail message is sent to the selected person (the manager) with the subject line reading “One new action has been allocated to you”.

6/ By clicking “View action”, the manager accesses the “Application follow-up form” and goes to “My to-do list”. By clicking the action assigned to him/her (here, a validation), the form opens again. The manager can also complete the appropriate areas to approve or refuse the application, before clicking “Send form”.

7/ Once validated by the manager, the form is sent automatically and simultaneously (synchronization) to the departments related to the software, as specified by the employee. Those departments are notified by e-mail that they have an application requiring approval.

8/ WorkflowGen’s workflow engine waits until all the involved departments have performed their actions on the form. Once this is done, the application is sent automatically to the I.T. department.

9/ I.T. can view the form and open the account(s) for the software, as approved by the various departments. The employee is then notified by e-mail that the application has been successful.