Workflow Apps (Business Templates)

Daily reporting, decision making, quotation approval, invoice issuance… You can download the archive files of various Workflow Apps, import them to Questetra for your own use and revise them according to your needs.

• The
   
   
   
  icons indicate the Edition (Basic / Advanced / Professional & Enterprise) to which you can import and use them
• If you import an App that does not match the Edition of the workflow platform you are using, the imported workflow App will be in a definition error state
  • It is possible to run the workflow by editing the App, such as deleting modeling elements that are not available in your Edition
  • (For example, delete the "PDF generation" Step. The PDF file will not be generated but the flow of the entire operation will work.
    However, please be aware that if the deleted Step is the core of the process, it may be no longer function as a workflow.)

Related Document

• Using Business Template for the First Time
• Settings Required When Importing an Archive
• Your first step in Questetra BPM Suite / Chpt.2: Creating a Simple App
• Exporting Workflow App Definitions (App Archive QAR)

---

New Apps

Inquiry Response Process, ChatGPT Collaboration   This is a process to centrally manage responses to inquiries via web forms and phone calls. After receiving an inquiry, a draft of the inquiry response is automatically requested to the AI chat (ChatGPT). The person in charge uses the draft to create a response text.
	Catalogue Request Correspondence Flow (Add-on)   Accepts an information request via the webform and registers customer information after sending the catalogue. After checking the contents of the web form entry at the [Confirmation / Judgement] Step, a Cover Sheet PDF is automatically generated. Also, the customer information is registered in the database (kintone) after the catalogue is shipped. If it is necessary for a sales representative to respond promptly, it proceeds to the [3. Undertake / Recording of result] Step.
	Internal Sales Management Process   This process is used to record internal sales contact activities. The person in charge makes contact with the lead and enters information such as the introduction schedule according to the screen. A score is calculated from the entered information, and only leads that meet certain criteria (SAL: Sales Accepted Lead) are passed on to the sales force (field sales).
	Internal Training Application Process   This process manages applications for participation in in-house training programs. Once the application is received, the applicant is automatically added to the training schedule in the Outlook calendar.
	Internal Training Management Process   This process manages the master for internal training programs. The Outlook calendar events and Questetra master required by the application acceptance process are automatically maintained.

---

Staple Apps

	Approval Flows Travel Request Flow   Allows multiple personnel to give approval. By registering the deputy manager and assistant manager as “superiors”, staff other than the department manager become able to undertake the [2. Approval on Travel] Task. Incidentally, the Operation of [2. Approval on Travel] will be allocated to a person other than the person who handled the [1. Register Travel] Task. Decision-making Flow   Enables the deputy manager to give approval as a proxy for the department head. That is, requests of less than 1 million yen proceed to [3a. Approval] where the deputy manager will also be able to give approval. Applications for between 1 to 5 million yen will can also approved by the deputy manager after 24 hours. Meanwhile, for applications over 5 million yen proxy approval is not allowed.
	Order Fulfillment Order Report Process   To be approved by the Sales Manager. The Sales team leader operates [2. Confirmation], and then the Sales Manager does [3. Approval]. If the order value is over 1 million JPY it will be also reported to the directors. It can also be invoked from the Quotation Approval Process. Shipment BPO Flow   Outsources the packaging, inspection and shipment operations. The destination and commodity are entered at the [1. Enter Shipping instruction] Task. Then, after confirmation by the Leader, the [4. Packing] and [5. Inspection] Tasks are outsourced to the logistics company.
	Billing Settlement Billing Process   The billing data is entered at [1. Invoice Data Check]. The invoice PDF is automatically generated at [PDF Auto-generation]. When the payment is confirmed by accounting, the process will be completed. Stripe Billing Process   An independent sub-process that can be invoked by various business flows. Through the Stripe API; 1) Stripe generates a Stripe invoice, and 2) Stripe sends the Stripe invoice. Billing will be done to customers who are already registered with Stripe, but when the customer is not registered, he or she will be billed after being created as a new customer.
	Cost Estimate Estimate Creation Flow   Generates a quotation PDF to be approved by a superior. In the [1. Drafting Quotation] Task you can enter the details and total cost of the order, and then the PDF quotation will be generated automatically. After approval by the superior, the status of the Issue is recorded at the [3. Submit Quotation] Task and [4. Win-loss Report] Task. Online Estimate Storage Flow   A quotation PDF is automatically stored and shared. After you have entered your details and the total cost in the [1. Drafting Quotation] Task, a PDF quote is automatically generated. After the quote is submitted, the final quote is automatically uploaded to your Box folder.
	Purchase Order Purchase Request flow   This section manages the process from purchase request application to order, delivery, and payment. When a purchase is approved at the [2. Judgement] Step, it proceeds to the order processing. If a money transfer is required after placing an order, it proceeds to the [5. Bank Transfer] Step in parallel with the [4. Delivery Confirmation] Step, which manages statuses such as "Order processing" and "Delivery waiting" so you can check the progress of your order. Customer Master Data Sync Process   Automatically synchronizes customer master data managed in Google Spreadsheets. Automatically Starts at 1:00 every night, connects to Google spreadsheet API and acquires a customer list. The acquired customer list is reformatted and updated as a Customer Master (Options) XML on the Workflow platform. It also supports manual initiation and manual list checking.
	Inquiry Response Answer Drafting Flow   Accepts questions and designates personnel to create the answer. After receiving a question via a web form or email, the person responsible for preparing the answer will be appointed at the Step [2. Jurisdiction to answer]. Answers are drafted by AI, and person responsible completes it. At the [5. Reviewing terminology and legal] Step the content of the answer is checked, and if approved it will proceed to the following Step. Catalogue Request Correspondence Flow (Add-on)   Accepts an information request via the web form and registers customer information after sending the catalogue. After checking the contents of the web form entry at the [Confirmation / Judgement] Step, a Cover Sheet PDF is automatically generated. Also, the customer information is registered in the database (kintone) after the catalogue is shipped. If it is necessary for a sales representative to respond promptly, it proceeds to the [3. Undertake / Recording of result] Step.
	Expense Claim Out-of-pocket Expenses claim   Successive expenses applications can be made each time an advance payment is made. The Process is launched by emailing a photo of the receipt showing the amount and the date, etc. which are automatically entered from the email body. At the [1. Claim (pending)] Step, data of the claim can be added/modified, but it will be automatically submitted after 24 hours have elapsed. Users can also make a claim via a browser and check the progress. Invoice Storage Process   A process for electronic storage of received invoices and receipts. The recipient of the invoice registers the PDF invoice and the invoice amount in the received transaction data. The supervisor approves the registered invoices. The workflow platform saves the invoice file as digital data in various types of storage.
	Attendance Mgmt. Hours-worked Report Flow   Records clock-in and clock-out times and calculates hours worked automatically. It starts automatically at 7 O’clock every morning, and after processing the [1. Attendance report] and [2. Leave time report] Steps, the hours-worked are automatically calculated before moving to the [3. Hours-worked confirmation] Step. Even if processing is not completed at each step it will proceed automatically after a certain period of time has elapsed. If the first Step is not processed by the deadline time that day is treated as a vacation. In addition, the system is designed to reduce the input load by setting initial values and supporting input. Daily Report Flow   Automatically starts up every morning for reporting daily business. After the [1. Enter report] Step is processed, the supervisor confirms the contents at the [2. Check] Step. If there are any comments they will be sent to the reporter by email, but if the report needs a correction it will be returned to the [1x. Rework] Step. If the first Step is not completed by the deadline time, it will be automatically terminated as “Unreported”.

---

Task Request

• Designing Request Flow
   
  
  Requests from within the company are processed in this section. The designer responsible is appointed at the [2. Designate] Step, and the output such as .jpeg file or .ai file is attached at [3. Create]. It is assumed that the Process is invoked as a sub-process.
• Postal Mailing Process
   
  
  Accepts internal postal requests and supports mailing. Generates a cover sheet PDF automatically based on the information entered in the [1. Addressee Info + Sending Materials] Step. General affairs staff print out the cover sheet, enclose it and send it. Once the letter is posted, a notification email will be sent to the requester. Also capable of accepting requests from other Processes.

Routine Report

• Order Report Flow
   
  
  To be approved by the Sales Manager. The Sales team leader handles [2. Confirmation] and then the Sales Manager handles [3. Approval]. If the order value is over 1 million JPY it will also be reported to the directors.
• Translation Request Flow
   
  
  Request translation of a manuscript. The text entered in [1. Document Set] will be delivered to the translator. When the translation is completed at [2. Translation], the number of characters is recorded and the requester is notified.

Routine Tasks

• Human Multitasking Workflow
   
  
  Cleaning and inspection tasks are carried out. If there is a task in [2. Clean up] or [3. Inspect room], a person who can deal with it will respond. While waiting time was tolerated under the division of labor system, productivity improvement is achieved through multi-functionalization of employees.
• Daily report flow-weather record (Add-on)
   
  
  Store Manager submits a daily report to the area manager to be checked at the [2. Report Check/Comment] Step. Automatically retrieves the day’s weather data via API and records it.

Disclosure Process

• Article Topic Acceptance Flow
   
  
  Collects suggestions for article topics from within the company. Employees can submit ideas and have them delivered to the editor. Ideas can also be submitted by email. Editors can comment on suggestions and discuss them with others. Editors’ comments will be notified by email to the proposer.
• Website Analytics Report Process
   
  
  Starts periodically to obtain access information and automatically delivers a report by an email. Generates reports automatically based on the information obtained from Google Analytics and Google Calendar using the API. Marketing staff are able to make additions and corrections to the reports.

Advertising Mgmt.

• Blog Write-Post Flow
   
  
  A draft of a blog post is registered, proofread and posted. Upon a draft being registered at the [1. Write Draft] Step, it notifies the relevant people by email. When the publishing team proofreads the draft and publishes it on the website, an email notification will be sent to the entire company. The publishing staff can request rewrites or corrections (by sending it back) or reject the draft.
• Manga Production Flow
   
  
  Based on the original scenario, a manga is produced through the stages of rough-sketch, draft, and finish. At each stage, the cartoonist creates the deliverables and the requester confirms it. The status of production is recorded each time it moves the Steps. Not only manga, but it can also be diverted to various production flow.

Request Management

• SLA Credits Issuance Flow
   
  
  Accepts reduction claims from customers and issues service credits based on the SLA (Service Level Agreement). When there is an application via the web form the Workflow is initiated, and the Service Operation manager confirms the results at the [2. Downtime Confirmation] Step. If it does not meet the SLA a service credit will be issued and automatic response email will be sent.
• Inquiry Handling Process
   
  
  Accepts and responds to inquiries from customers. A response template is generated automatically when an inquiry via web form or email is received. If translation or technical advice is required each [2ab. Answer Support] Step will be assigned to a team of specialists. Support team staff can send a response at the [1. Drafting Answer (Help request)] Step or a sales representative can respond in the [2x. Result of Sales correspondence] Step. When a response email is sent the time required for the answer is calculated automatically.

Product Shipment

• Entrusted-Delivery Flow
   
  
  Manages orders from acceptance to delivery. Item information, etc. is input at the [1. Order Info] Step and the project is started after the [2. Delivery Date Check] Step. The delivery date is automatically registered in Google Calendar. If multiple deals are progressing in parallel, you can list the delivery date of each deal in Google Calendar.
• Product Demo Flow
   
  
  Accepts product demo requests and carries out the demo. Initiated by the acceptance of an application via the web form or an email, and the person in charge will be assigned at the [1. Assignment of Representative] Step. When the representative decides the demo date schedule it is automatically registered in Google Calendar. After performing the product demo, the person in charge will make a report at the [3. Demo Implementation report] Step, and the supervisor confirms it at the [4. Status Confirmation] Step.

Contracted Work

• Translation-Time Measurement
   
  
  Translates a manuscript text. The sentences entered in [1. Translation request] will be delivered to the translator. On the Operating screen of the [2. Translation work] Step scripts have been set that count the number of input characters and measure the working time using a stopwatch button, and the measurement value is stored as business data. It is also possible to call it as a sub-process from another Workflow using HTTP communication.
• Acceptance Inspection Request Flow
   
  
  Responds to inspection after delivery of contracted work. A delivery note PDF is automatically generated from the information input at [1. Delivery information input] and sent. In the [2. Correspond Acceptance/Receiving Acceptance report] Step there are 4 correspondence patterns available; a: receipt of acceptance report / b: deemed inspection passed / c: extend acceptance deadline / d: abandon delivery acceptance.

Budget Control

• Approval Flow - Budget Control
   
  
  A proposal approval flow that automatically records the approved expenditure amount in a Google Sheet. When a new Issue is entered at the [1. Submit plan draft] Step, the total expenditure so far is calculated automatically referring to the Budget Consumption Log (Google sheet). At the [2. Decision] Step the approver can make their decision after checking the budget status. The amount approved is automatically added to the Budget Consumption Log.
• Expense Record Flow
   
  
  Reports and records expenses after correction and approval. The Process is automatically started at the beginning of every month for all employees. The employee holds the [1. Report] Task until the closing date and inputs the expenses and reimbursements during that term. At the [3. Confirmation/Adjustment] Step the accounting staff make corrections such as “Payment by corporate card”, and then it is automatically recorded in a Google Sheet.

Quality Control

• Article Creation Flow
   
  
  Publishes web articles in accordance with a theme. The writer writes an article on a topic specified at the [1. Topic designation] Step. At [3. Posting judgment] the editor judges whether to a: approve, b: correct, c: discard, or d: supervise, and proceeds with the chosen course of action. The writer will receive an email notification when a written article is posted.
• Invoice Issuance - Sampling Check
   
  
  Calculates the daily prorated amount and generates an invoice PDF. Based on the information entered in the [1. Enter Number of Days Used] Step the daily prorated amount is calculated and an invoice PDF file is automatically generated. Although the generated invoice PDF can be checked at the [2. Sampling check] Step, the Process will automatically proceed after 10 minutes.

Outsourcing Mgmt.

• Design Request Handling (Outsource option)
   
  
  Manages the graphic design Process, from accepting designing requests to production and delivering the final product. At the [2. Designate] Step, whether to assign the Task to a person in the team or to outsource the production is determined. The person in charge of design performs the design work at the [3. Create] Step, but it is also possible to outsource it when it is not possible to deliver internally. Whether done in-house or externally, the final product will be delivered after a review.
• Subcontracting Flow
   
  
  A flow for concluding a contract with a subcontractor. After consignment information is registered at the [1. Register Range of Commissioning and Target Outsourcer] Step, the Process is split into drafting a contract in the General Affairs Department and confirmation of past transaction records in the Accounting Department. If necessary, credit setup and security investigations are performed, and the [4. Approval] Step is operated by the officer in charge.

Construction Mgmt.

• Progress Report Process
   
  
  Multiple people will report on and summarize the progress of a project. Reporters appointed at the [1. Rapporteur Designation] Step make a report and operate the [2. Progress in Subjective] Step. The aggregation of reported values will help to increase the reliability of progress evaluation.
• BPO Shipment Process
   
  
  Receive product delivery information, pack and ship. It is automatically started when delivery information is received from the consignor via HTTP communication. An invoice is automatically generated, and when the [1. Packing completion] process is completed, "Packing complete" is reported to the consignor's business process. If “inspection” is instructed as an option, an inspection is performed and a completion report is given.

Cloud Control

• Salesforce Cooperation Process
   
  
  It accesses various objects stored in Salesforce. Either of search by query/append records/update record is done by specifying an access method. It can be initiated by Register/Retrieve clients or Register/Retrieve negotiations workflows. It is possible to return the retrieved data to the initiated workflow by specifying the access method to Return the Result.

Talent Acquisition

• Employee Information Acceptance
   
  
  Manages additions/updates in employee information and updates employee masters as needed. The data entered in the Step of [1. Addition / Updating of Employee's Information] is passed to the Human Resources Department after approval by the supervisor. If the employee master needs to be updated, the current master is retrieved, new data is added, and then the employee master is automatically updated with it.
• Personnel Change Announcement Process
   
  
  Notifies Personnel changes information to in-house by email. Starts automatically every Friday early in the morning and automatically and retrieves events concerning HR scheduled for the following week from Google Calendar. If there is an HR event, it will be sent to the internal mailing list.

Performance Evaluation

• Personnel Evaluation Process
   
  
  Conducts performance appraisal and record as numerical values. Starts automatically at the end of every month, and the person enters self-assessment for each item at the Step of [1. Enter self-evaluation]. The entered numerical value is automatically displayed immediately as a comprehensive evaluation weighted for each evaluation axis. After the boss/executor enters the evaluation, review the feedback.
• Boss Evaluation by Ballot
   
  
  Performs an evaluation for the boss is by anonymous voting. After starting up automatically, assigns the Step of [1. Enter Evaluation on Supervisor] to team Stauff members. When the evaluation is entered, automatically adds the evaluation result to the external file for aggregation. Since it deletes the input data from the workflow automatically, the content entered by the evaluator is kept confidential.

Career Development

• Company Regulation Creation Flow
   
  
  Creates in-house regulations and connect to Dissemination flow. The internal regulation draft registered at the Step of [1. Draft Registration] is checked by the responsible officer and approved by the Board of Directors.
• Inquiry Response Flow
   
  
  Accepts and answers customer inquiries. An answer template is automatically prepared when an inquiry is received via Web form or email. At the Step of [1 Acceptance / Answer], the support person creates answer sentences and replies, or if necessary, chooses to ask an advice or translation request. If the final answer cannot be made at the Step of [2. Create Answer], the process will go to [3. Answer Completion] after sending the primary answer.

Contract Negotiation

• Contract Approval Process
   
  
  Registers a draft contract and gets approved by a supervisor and legal dept. The draft contract is revised repeatedly until being approved at the Steps of [2. Approval by supervisor] and [3. Approval by Legal]. After approval, the contract is negotiated and the result is recorded at the Step of [4. Register Conclusion].
• Agreement Conclusion Flow
   
  
  Manages processes beginning from registration of draft contract to signature and mailing. Once a draft contract is registered, being approved by the supervisor and legal affairs before proceeding to the Step of [4 Get the consent]. Upon obtaining the consent, after confirming by the supervisor, it proceeds to the Step of [6 Signature and Post] where the contract is mailed. Depending on the situation, such as a boiler-plate contract, it is possible to skip the approval of supervisors and legal affairs.

Identity Management

• Account Registration Reservation Process
   
  
  Issues user accounts and registers to/deletes from email lists and the Workflow platform/Roles. Information about a user is entered at the Step of [1. Request for Account], then after approval by the supervisor, it is passed to [3. Set accounts]. After that, additions to and deletions from the email list, etc. are automatically executed at the specified date and time.
• Common Password Request
   
  
  Manage common passwords. Passwords are recorded in Google Sheets and retrieved/updated via the API. The password user requests disclosure at the Step of [1. Password Request]. When the administrator approves, the password is automatically acquired and disclosed at the Step of [3. Password confirmation]. After confirmation, the password recorded in the Data Item is deleted.

Information Control

• Information sharing under the division of labor/with other departments
   
  
  Manages customer service at the hotel business. When the front desk staff inputs the customer’s checkout at the Step of [1 Report Checked-out], the room cleaning staff carries out the cleaning and ends with [3 Inspect room]. If the staff in charge of the night shift has input what dealt with guest’s complaints, the front desk staff will be notified it so that to be possible an appropriate response at checkout.
• Approval Request Flow
   
  
  Records Processes beginning from the request for approval to the final approval. A director with approval authority can make a record of approval by simply processing the Step of [2 Request from the Director] without going through the Steps of Submit and Approve. However, even the proposal was from a director, approval by the officer is required if it exceeds 1 million yen. All approvals are recorded and an approved proposal PDF is automatically generated.

Service Request

• Work Request Flow
   
  
  Records and manages work requests and completion reports. The requester appoints the request destination and inputs the work contents and desired completion date at the Step of [1. Input Request]. Employees who have been appointed carry out the requested work and report the completion at the Step of [2. Work on Request]. There are advantages such as status of work can be known, records are preserved, performance can be appraised, requests are visualized.
• Event Participation Acceptance flow
   
  
  Accepts and responds to event participation applications. Starts automatically when there is an input in a published web form. After confirming the application details at the Step of [1. Confirmation/Acceptance Completion Email], the acceptance completion email will be sent automatically. Subsequent exchanges are input at the Step of [2. Record of Exchanges], but if specific processing is required, define an independent Step.

Asset Mgmt.

• Permission to Transport Data
   
  
  A flow to approve permission to take data containing confidential information out of the office. The take-out applicant, approver, and approval time are automatically recorded to prevent fraud. Return storage and data erasure will be done by a third person.
• Lending Management Process
   
  
  Records and manages lending / returning of company-owned goods to employees. When a loan applicant registers an article in the process of [1. Lending request registration], the administrator approves/records it, and the applicant is notified by email of the rental of the goods. The return schedule is managed in year and month, and the end of the loan is automatically notified by email in the scheduled return month.