I need your help with a project I'd like to roll out. Basically, I'm looking to implement an automated Workflow system, used to handle the routing and approval of certain forms.
The issue: We have a basic paper form, which gets completed half way by hand. A scan of the form gets routed to 1 email account, which is in charge of forwarding to other recipients for approval. Depending on what was put on the form, it might have to be routed to other departments for additional approval or additional documentation would have to be added prior to forwarding.
Ongoing problems: I don't have much time to chase people and ask them 2/3 times to review emails.
Multiple replies cause me to spend additional time reviewing. I can't remind people every day about what is pending. Research prior approved requests becomes a burden.
Microsoft Outlook is the client used at my office.
The Solution: A simple yet automated application
1) A portal allowing the Creation of forms online, answer all required questions and create the routing, based on the answers provided by the user.
2)Allow the user to append documents (excel, pdf) to an existing request.
3)Route the request as soon as completed and remind each contact daily/hourly (via email) what is pending on their end.
4)Allow users to access this portal, which will allow them to create forms, review pending forms, research prior approved forms, print said forms, provide our audit department with a backup (PDF/WEB) of the entire form and audit trail of all the approvals and any other documents attached to the request.
I have envisioned a web portal as the solution because it would allow readily access to any user, based on their security levels, without the need to install software on each user's machine. Most of our users view these requests from their phone (always traveling) so it has to be system independent.
We have access to a server running MS-SQL where we could host this application.
I'd like for this to be written in PHP/CodeIgnite because I understand it and I can write modifications down the road. The database can be initially MySQL for development, but we have to easily switch to MS-SQL.
I'm always open to other creative, but simple solutions