The Challenge
The university's property management department needed a system to coordinate workflows between internal staff and external contractors. Document-heavy processes involving approvals, signatures, and multi-step workflows were managed manually, causing delays and tracking difficulties. The team of 20+ users needed visibility into project status and document flow.
The Approach
We designed a comprehensive workflow management solution using AI-assisted development:
- Workflow Engine: Configurable multi-step approval processes
- Document Management: Upload, versioning, and digital signature tracking
- Role-Based Access: Different views for internal staff and external contractors
- Real-Time Updates: Live status tracking and notifications
The Solution
A comprehensive project management platform built in just 4 weeks using AI-assisted development. The system handles the complete document lifecycle: submission, review, approval, signature collection, and archival. All stakeholders have appropriate visibility into their relevant workflows.
Architecture
Frontend
Next.js 14 with React
Backend
Next.js API routes
Database
PostgreSQL with Prisma ORM
Authentication
Role-based access control
File Storage
Secure document storage with versioning
Results
- 4-week development timeline (AI-assisted)
- Complete workflow digitization
- Real-time visibility for 20+ users
- Eliminated manual tracking spreadsheets
- Audit trail for all document actions
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