E-Document replaces paper approval forms with an electronic approval flow. Apply your electronic seal to the PDF, approve from a smartphone, and keep your documents, versions and expiry dates in one place — with the data held on your own server or a VPS inside Vietnam.
Always know which step a request is waiting at
Electronic seals and annotation on PDFs
Vietnamese, English and Japanese, set per user
Your data stays in Vietnam, on your server or a VPSThe brochure is available immediately after you submit the form. To try a demo environment, please contact us.
Companies in VietnamLocal and foreign-invested alike
Dependable securityInstallation on your own server supported
Local supportFrom our team in Ho Chi Minh City
Three languages in one flowTiếng Việt / English / 日本語Requests waiting on a stamp, approvals that stop when someone travels, versions nobody can pin down.
If any of these sound familiar, the problem is the paper, not your people.
A form that takes two minutes to sign spends days on someone's desk, and the work it authorises waits with it.
The applicant walks from department to department asking who has it now, because there is no record of which step it reached.
When the person who signs is out of the office, the paperwork simply piles up until they are back at their desk.
The shared folder is full of "final" and "final 2", and the document that was actually approved cannot be found.
Contracts and drawings sit in a SaaS service on servers you cannot point to, and your security policy does not allow it.
Requests that need a signature from an overseas head office go back and forth by email, translated by hand at every round trip.
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 picks their own display language. Everyone works on the same approval request, each on a screen in the language they read fastest.
This is not a general-purpose workflow system with a Vietnamese translation bolted on.
It was built in Vietnam, for the way approvals, records and reporting actually run here.
Each user sets their display language to Vietnamese, English or Japanese. Nobody has to switch to someone else's language to raise or approve a request.
An email arrives on every approval, rejection and distribution, and at 7:00 each morning a single digest lists everything waiting for your approval.
Choose installation on your own server, or operation on a VPS inside Vietnam. Either way you can point to where your documents are held.
The screens work in a smartphone browser, so approvals do not stop when someone is away from the office. There is no dedicated app to install.
Because it runs in a web browser, approvers at an overseas head office or parent company can be added to approval steps. They open the document straight from the link in the email and apply their seal.
Built and supported by HARO VN in Ho Chi Minh City. You can talk to the people who make the product about 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, so you can use this list to compare systems.
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 runs on a server you own or on a VPS inside Vietnam.
Choose whichever matches your own information security policy — we build the environment either way.
We build the environment for you on a VPS inside Vietnam.
We build the environment on a server you own 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 set by the number of users your company registers, 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 | Companies that expect long-term use and want to keep the total cost down | Companies 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 Vietnam, 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 raised from a site can be approved on a smartphone, and the dashboard shows where each one is waiting.
Requests needing sign-off abroad used to go back and forth by e-mail. Now approvers at the overseas head office are added as an approval step, and because staff and managers each work in their own language, 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 Vietnamese, English and Japanese. Everyone works on the same approval request, each on a screen in their own language.
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 an overseas head office or parent company 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 happy to talk in Vietnamese, English or Japanese.
