Business & Enterprise
Workflow Integrated Management System
A workflow system that digitises internal requests and approvals with configurable forms, routing rules, deadlines and escalations, so every file moves visibly from desk to desk.
- Web-based
- Android
- iOS
Overview
Workflow Integrated Management System (WIMS)
In many offices, requests still travel as paper files or forwarded emails: a purchase request, a travel authorisation, a permit application or a policy review. Nobody can say where a file is, approvals stall when someone is away, and there is no record of how long each step took. A Workflow Integrated Management System replaces that with structured, trackable digital processes.
Extrion Tech works with your team to map each process, then builds it as a digital form with routing rules: who reviews next, which approvals depend on amount or department, and what happens when a deadline is missed. Requests are submitted once, attachments travel with them, and each officer sees a clear work queue. Delegation rules keep work moving during leave, and escalations notify supervisors when tasks exceed their agreed time.
Because many processes share the same building blocks, new workflows can be added as the organisation’s needs grow, from HR requests to procurement, facility bookings or licence applications. Public bodies and private organisations in Zanzibar can also expose selected forms to external applicants through a portal. Links to email, SMS, document storage or existing ERP and HR systems are included according to project scope.
Business problems it addresses
- Paper files and emails get lost, and nobody can say where a request currently sits.
- Approvals stall when an officer is travelling or on leave.
- Processes are applied inconsistently because steps are not enforced.
- Management has no data on turnaround times or bottlenecks.
- Applicants and staff repeatedly follow up by phone to ask about progress.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From request to closure
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1
Process design
Each process is mapped with its form fields, steps, approvers, rules and time limits.
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2
Request submission
A staff member or applicant completes the form and attaches supporting documents.
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3
Automatic routing
Rules send the request to the right reviewer based on type, amount or department.
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4
Review and decision
Each officer approves, rejects or returns the request with comments.
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5
Escalation and delegation
Overdue tasks escalate to supervisors, and absent officers’ queues pass to delegates.
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6
Completion and notification
The requester is notified of the outcome and any output document is generated.
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7
Performance review
Managers analyse turnaround times, volumes and bottlenecks per process and step.
Functions covered
Modules and what they do
01 Process engine
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Form builder
Defines request forms with fields, validations and required attachments.
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Routing rules
Sets sequential, parallel and conditional approval paths.
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Deadlines and escalations
Applies time limits per step and escalates overdue tasks.
02 Work management
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Task inbox
Gives each officer a queue of items awaiting their action.
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Delegation
Reassigns tasks during leave or absence for a set period.
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Request tracking
Shows requesters the current step and full history of their request.
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Notifications
Sends email and in-app alerts, with SMS through a gateway where available.
03 Reporting and extensions
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Process analytics
Reports turnaround, volumes and delays by process, step and officer.
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External applicant portal
Optional / subject to scope
Lets members of the public submit and track selected applications.
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Document output
Optional / subject to scope
Generates letters, permits or certificates from approved requests.
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System integrations
Optional / subject to scope
Exchanges data with ERP, HR or document systems, subject to scope.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Mobile
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
Requests can contain personal or confidential information, so each process defines who may view, act on or export its records. Retention of completed requests is agreed with the client for the relevant jurisdiction.
Standard protections
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Role-based access control
Each user sees only what their role allows.
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Authentication and authorisation
Every request is checked for a signed-in, permitted user.
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Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
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Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
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Encryption in transit
HTTPS/TLS protects data between users and the server.
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Server-side input validation
All input is validated on the server before it is saved.
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Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
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Database constraints and transactions
Constraints and transactions keep related records consistent.
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Audit logs
Important actions are recorded with who, what and when.
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User activity history
A history of each user’s activity for supervisors and administrators.
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Backup and restoration
Scheduled backups with tested restoration procedures.
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Session management
Session time-outs and the ability to sign out other devices.
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Secure API access
Authenticated, rate-limited access for integrations.
Optional advanced protections
- Multi-factor authentication A second sign-in step for selected or all users.
- Single sign-on Sign in with your organisation’s identity provider where supported.
- Encryption at rest Sensitive data encrypted on disk where the infrastructure supports and is configured for it.
- Data retention and deletion policies Retention periods and deletion rules agreed with you.
Data integrity
Every action on a request is recorded as an immutable step with the officer, time, decision and comment. Process versions are kept, so requests in progress continue on the rules they started with, and turnaround reports are calculated from those recorded timestamps.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Unlimited processes, forms and fields
- Approval paths by amount, department or request type
- Time limits and escalation contacts per step
- Letter and certificate templates
- Public portal and integrations as required
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Business & Enterprise
Related systems
Enterprise Resource Planning System An integrated ERP that links procurement, inventory, sales, finance and HR in one database, giving management one consistent view of operations across every branch.
Customer Relationship Management System A CRM that tracks leads, contacts, deals, follow-ups and customer history in one place, helping sales and service teams convert more enquiries and keep accounts active.
Human Resource Management System An HR system for employee records, recruitment, contracts, attendance, leave and performance reviews, with self-service so staff and managers handle requests without paperwork.
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