E-Document is a document management and ringi (internal approval) workflow system developed for Japanese companies in Vietnam. Electronic seals on PDFs, a three-language interface and flexible deployment support the digitisation of your local operations.
Document management and approval workflow in one place
Japanese, Vietnamese and English interface
Electronic seals and annotation on PDFs
Cloud or on-premises, so deployment fits your policyThe brochure is available immediately after you submit the form. To try a demo environment, please contact us.
Japanese companies in VietnamDesigned and developed for them
Dependable securityInstallation on your own server supported
Local supportFull support in Japanese
Japan and VietnamConnected through technologyPaper and seals, the language barrier, approvals stalled by travel.
Approval requests at a Vietnam site get stuck in ways they do not at the head office in Japan.
Nobody knows whose desk the document is sitting on, so the applicant walks around the departments to find out.
Checking the content of a request and explaining why it was returned takes time, and translation consumes more effort than the approval itself.
When the approver is away from their desk nothing moves forward, and the paperwork piles up until they return.
For requests that need a decision from head office, the only option is to send the documents by email and wait for a reply, and each round trip takes days.
The head office information security policy does not allow contracts and drawings to be stored in a SaaS service.
The shared folder is full of "final" and "final 2", and previously approved documents cannot be found.
E-Document handles the whole path from submission to approval, sealing, distribution and storage on one screen.
It answers the problems above with three pillars.
Assign a department and a person in charge to each step. Choose whether everyone must approve (AND) or any one person is enough (OR), and require password re-entry at approval or specify which step a request is returned to.
Version history, folders per department and expiry date management. Once approved, documents are distributed by department or user, and you can see who has not read them.
Each user switches their own display language. Japanese staff work in Japanese and Vietnamese staff work in Vietnamese, on the same approval request.
This is not a general-purpose workflow system translated into Vietnamese.
It is built on the assumption that Japanese managers and Vietnamese staff work on the same screen.
A request raised in Vietnamese by the applicant is reviewed by a Japanese approver on a Japanese screen. Neither side has to switch to the other's language.
An email arrives on every approval, rejection and distribution, and at 7:00 each morning a single digest lists everything waiting for your approval.
You can choose either installation on your own server in Vietnam, or operation on a VPS (cloud) inside Vietnam.
The screens work in a smartphone browser, so approvals do not stop during business trips or home leave. There is no dedicated app to install.
Because it runs in a web browser, head office executives can be added to approval steps. They open the document straight from the link in the email and apply their seal.
Developed and maintained at HARO Inc.'s Vietnam base (HARO VN, Ho Chi Minh City). You can discuss changes that fit local business practice.
From submission to approval, sealing and distribution, on one screen. Everything below is already implemented in the current version.
Approval workflow
Add steps to each workflow and assign a department and a person in charge (an individual or a group).
Electronic seals and PDF editing
The approval screen opens the PDF in the browser, where the seal registered for each user is placed together with the sealing date. Sealing can also be made a condition of approval.
Document management
Documents are stored in a folder hierarchy per department, and each revision adds a new version.
Distribution and read tracking
Approved rules and manuals are distributed to selected departments and users. You can also distribute to all employees at once.
Dashboard and reports
The screen you see right after logging in shows counts of drafts, pending approvals, items awaiting your approval and unread documents, together with the status distribution.
Notifications and security
An email arrives on every approval, rejection and distribution, with a link that opens the document directly. At 7:00 each morning a digest lists everything waiting for your approval, and documents expiring during the current month are also notified.
The order is the same as with paper requests. The difference is that you can always see where a request has stopped.
1
Attach the request as a PDF or Excel file, choose a workflow and submit. Drafts can also be saved.
2
The approver receives an email, opens the document from the link and applies their seal. AND/OR and password re-entry are set per step.
3
If there is a problem, choose the step to return to and write a reason. The applicant is notified.
4
Distribute approved documents to departments and users. Track unread items while the system manages versions and expiry dates.
The same system can be installed in the cloud or on your own server.
Choose the option that matches the information security policy of your head office in Japan.
We build the environment for you on a VPS (cloud) inside Vietnam.
We build the environment on your own server in Vietnam.
For our approach to information security, please see our information security policy.
There are two contract types: a perpetual licence and a monthly subscription. For both, the price is determined by the user-count range, and the amount is presented in a quotation.
| Item | Perpetual licenceOne purchase, permanent use | SubscriptionMonthly or annual |
|---|---|---|
| How the price is determined | A licence fee determined by the user-count range (under 50 / 50-99 / 100-299 / 300-999 / 1,000-2,999 users). 3,000 users or more is quoted individually | A monthly fee determined by the same user-count ranges. 3,000 users or more is quoted individually |
| Maintenance and support | No maintenance fee in the first year. From the second year, an annual maintenance fee (15% of the licence fee) covers bug fixes, incident response, enquiries and minor functional adjustments | Maintenance and standard support are included in the monthly fee (no separate maintenance fee) |
| When headcount changes | The number of users is checked at the annual maintenance renewal. If it stays above the contracted range, you move up to the next range (paying the difference) | The monthly fee is fixed for the contract period. The range is reassessed from the number of registered users at renewal |
| Initial cost | Charged separately. Server setup and initial configuration, approval template setup, initial training and go-live support | The same (first time only) |
| Server environment | We build it on your own server or on the cloud you have contracted. There is also an option for us to provide the cloud (monthly) | The same |
| Best suited to | Sites that expect long-term use and want to keep the total cost down | Sites that want to keep the initial cost down and may review the arrangement in future |
Customisation development, data migration support and additional template setup are quoted separately. A special price for first-time deployments currently applies, and it may be revised in future.
Four companies in different industries and of different sizes.
Requests that took a week to circulate on paper are completed in two to three days since E-Document was introduced. The time spent on the approval work itself was also halved.
Operated in full compliance with the internal security policy. Approval and storage were digitised without confidential documents leaving the company.
Requests whose approvers and stages differ by construction project are handled with per-workflow step settings. Requests from the site can be approved on a smartphone, and the dashboard shows where each request is waiting.
Requests needing head-office sign-off used to go back and forth by e-mail. Now head-office approvers are added as an approval step, and because the same request is handled in Japanese and Vietnamese, translation work and turnaround days were reduced.
From the first interview to going live, the typical timeframe is one to two months.
STEP 1
Interview
We confirm your approval rules, department structure, approval routes and deployment method.
STEP 2
Environment setup
We install the system in the cloud or on your own server.
STEP 3
Data migration
We migrate departments, users and existing documents for you, adapting to the data you have on hand, whether Excel files or paper ledgers.
STEP 4
Trial
You try it on real requests for about a week, and we adjust the settings.
STEP 5
Go live
Operation begins, with support by email and chat.
From the first interview to going live, the typical timeframe is one to two months. It varies with the range of documents covered and the volume of documents to migrate.
Yes. We handle the migration of your existing documents and user data, adapting to the format and volume you have. For large volumes we can also develop a dedicated migration tool.
We provide support by email and chat. An annual maintenance contract is available as an option.
Yes. It can run on a VPS (cloud) inside Vietnam. You can also choose on-premises operation, installed on your own server.
Yes. We handle screen changes, additional features specific to your company, and integration with other systems, under a separate quotation.
You can try a demo environment for about one week. Please contact us through the enquiry form and select the option for a demo environment.
Yes. Each user chooses their display language from Japanese, English and Vietnamese. Japanese managers work in Japanese and Vietnamese staff work in Vietnamese, on the same approval request.
Yes. We build the environment on your own server in Vietnam. You can operate it without your document data leaving the company.
Yes. Because the system is used from a web browser, you can assign users at the Japanese head office to approval steps. They can open the document directly from the link in the notification email and approve it.
Yes. The screens work in a smartphone browser, so approvals are possible while travelling. No dedicated app needs to be installed.
The product brochure (PDF) is available immediately after you submit the form. For a demo environment or a quotation, please contact us.
The brochure covers the feature list, the system architecture and the deployment steps.
Download the brochure (free) Contact us or ask about a demo environmentWe are also happy to talk in Japanese.
