Integrated Workflow Management System for International Client Communication and Document Handling

The client experiences communication silos and inconsistent information sharing with international clients, leading to inefficiencies, delays, and increased reliance on manual email exchanges. Managing complex, multi-page questionnaires and document uploads further hampers operational flow, impacting timely delivery and client satisfaction.

A mid-sized consultancy firm operating across multiple countries, requiring a comprehensive system to manage client cases, streamline communication, and handle complex questionnaires and documentation.

• Develop a comprehensive system to manage end-to-end client workflows across multiple roles and stakeholders.
• Enable real-time, synchronized communication between clients and internal teams, reducing email dependency.
• Implement role-based user access and task assignment within individual cases to facilitate accountability and transparency.
• Design personalized dashboards for users to monitor case statuses, tasks, and contacts.
• Automate email notifications, including deadlines and overdue alerts, to improve responsiveness.
• Create a flexible questionnaire tool capable of handling extensive, multi-type questions and structured responses.
• Allow secure file uploads and form data entry to streamline document handling and information collection.

• User registration with role-specific permissions (client, manager, administrator, etc.)
• Case management dashboard to overview individual client cases, tasks, and contacts
• Role-based task assignment within cases to support collaboration and accountability
• Client access portal with real-time visibility into case progress and documents
• Automated email and notification system for deadlines, updates, and overdue alerts
• Flexible questionnaire module supporting multiple question types, multi-page structure, and grouped responses
• Questionnaire question types: date, phone number, integers, URL, file upload, multi-answer selections
• Secure file upload and document management system integrated within each case
• Customizable dashboards tailored to user roles for enhanced usability

• Email service providers for automated notifications
• File storage solutions (e.g., cloud storage like AWS S3 or Azure Blob Storage)
• CRM systems or existing client databases for seamless data flow
• Authentication providers for secure user login and role management

• System scalability to support growth to 1,300+ companies or clients
• High availability and uptime (aiming for 99.9% service availability)
• Data security and compliance with relevant standards (e.g., GDPR, ISO 27001)
• Responsive design for accessibility across desktops, tablets, and smartphones
• Efficient response times with system operations completing within 2 seconds for most user actions

By implementing this comprehensive workflow management platform, the client aims to significantly reduce communication delays, decrease manual effort, and improve case handling efficiency. The system is projected to handle extensive questionnaires and document exchanges seamlessly, resulting in faster delivery times, higher client satisfaction, and a scalable foundation to support future growth beyond 1,300 companies, with measurable improvements in operational metrics.