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Approval workflow automation & paperless office

Replace paper forms, email approvals and wet signatures with digital forms and automated workflows.

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Approval workflow automation & paperless office

In short

To automate approvals, digitise the request as an online form, route it through a workflow that follows your organisation chart, and store the signed result in a document system. FlexApp does all three on one platform, so a paper process can go fully digital — with mobile approval and a full audit trail.

The problem it solves

Most organisations still run dozens of approvals — leave, purchases, payments, IT access, contracts — on paper or email. Requests get lost, approvers are chased by phone, nobody can see where a request is, and audits mean digging through folders.

How it works

  1. 1

    Digitise the form

    Rebuild the paper form in the drag-and-drop form designer, with validation and calculated fields.

  2. 2

    Design the route

    Draw the approval flow — by department, position, amount thresholds and SLAs — on the workflow canvas.

  3. 3

    Approve anywhere

    Approvers act from the task inbox, the mobile app or WeChat, with reminders and escalation.

  4. 4

    Store and report

    Signed documents file into Drive automatically, and dashboards show volume and cycle time.

Outcomes

  • Approval cycle times measured in hours, not weeks
  • Every decision recorded with who, what and when
  • No more lost or incomplete paper forms
  • Process changes made by the business, without code

Apps that power this solution

Workflow

Approvals that move on their own — designed by your business teams, with a full record of every decision.

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Forms

Replace paper and spreadsheet forms with online forms your own team builds and changes.

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Drive

Every company document in one secure place — easy to find, approve, sign and ask questions of.

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Mobile & Chat

Approve, chat and share files from anywhere — on the phone app, WeChat or a browser.

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Frequently asked questions

How long does it take to digitise a paper approval process?

A typical form-and-approval process can be rebuilt and tested in days, because forms and workflows are configured rather than coded.

Can approvals follow our organisation chart automatically?

Yes. Steps are assigned by department, position, reporting line or an assignment matrix, so routing updates when people change roles.

Is an electronic approval legally valid?

Electronic records and signatures are generally recognised in Hong Kong under the Electronic Transactions Ordinance, with exceptions for certain documents. Check with your legal adviser for specific document types.

See FlexApp running your process

Tell us about one process you want to fix. We will show it working in FlexApp in a 45-minute demo.

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