Starting Right Now
Workflow Automation
Starting Right Now sought to move away from PDF-based forms that required printing, scanning, or email handoffs. They needed a streamlined, digital process for students, managers, and department leads to complete approvals and signatures efficiently, while maintaining accuracy and accountability.
Our Solution
Digital Workflow Design
We replaced static PDFs with a dynamic Jotform-based workflow. The form was structured to capture student information, manager edits, and signatures from both parties, with approval routing to department leads.
Role-Based Access and Controls
Conditional logic was applied so each participant only saw the fields relevant to their role. This minimized errors, prevented unauthorized edits, and ensured each approval stage had integrity.
Multi-Step Approval Routing
A multi-stage flow was built within Jotform, automatically moving the submission from student → manager → student → manager → department lead. Each transition was triggered by form submission, ensuring a clear record of progress.
System Integration for Action
Upon department lead approval, the workflow was integrated with Asana. This allowed the process to seamlessly create a task assigned to the correct team member, ensuring that approvals immediately translated into actionable next steps.
Project Highlights
The results highlighted represent common efficiencies achieved through automation.
Result
Starting Right Now successfully transitioned from manual PDF workflows to a streamlined digital approval system. The new process reduced administrative burden, eliminated version confusion, and provided a transparent approval trail. Students and managers experienced faster turnaround times, while department leads gained confidence that approvals were captured securely. Integration with Asana ensured that once a request was approved, the follow-up tasks were automatically created and assigned, reducing lag time and human error.
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