How to Use QR Codes to Achieve Business Process Closed-Loop

Original: https://cli.im/article/detail/2154

In daily work, we need to track and record many business processes to understand the current progress, such as hazard reporting and rectification, business application processing progress, etc. CaoLiao QR Code provides forms functionality. Submitting a form record initiates a business application, and subsequent follow-up and feedback recording enable closed-loop management of the business process.

Through the follow-up progress tracking feature in the forms settings, we can collect form records submitted by frontline personnel and mark the processing progress within the record details to document the current status of an event. Additionally, we can add the follow-up actions feature to record the handling process, providing a more comprehensive view of business progress.

I. Achieved Outcomes

• Fill out forms by scanning a QR code anytime, anywhere, initiating business applications.
• Automatically notify the responsible person for timely handling.
• Mark the current processing progress, record the handling process, forming a closed loop.
• View the entire business handling process at any time, facilitating easy export and archiving.

Suitable for scenarios like hazard reporting, fault repair requests, business application processing, internal approval progress tracking, etc.

II. Application Scenarios

1. Fault Repair Process

You can create a repair platform QR code using CaoLiao QR Code to achieve closed-loop management for fault repair tasks. Suitable for scenarios like property facility repairs in complexes, dormitory repairs in schools/enterprises, etc.

Taking property facility repair in a complex as an example:

• Residents discovering faulty property facilities can scan the QR code to submit a "Fault Repair" form.
• Through the configured "notifications" feature, maintenance team personnel are automatically notified.
• Maintenance personnel view the notification record details and proceed to repair the faulty equipment.
• After completing the repair, maintenance personnel can mark the processing progress within the record details and document the repair process and results.
• If standardized documentation of the repair process is required, a maintenance form can be linked within the follow-up actions settings of the fault repair form. This allows for quick reference when needing to understand the specific maintenance process later.

In subsequent data analysis:

• Scan the QR code to view the dynamic data panel and understand the statistics of the current processing progress.
• Alternatively, within the form record details, click download to export and archive the repair registration and maintenance process as a PDF.

Use Template, Generate Code Now

2. Business Application Processing Flow

Enterprises can use CaoLiao QR Code to create business application QR codes for external display. External personnel can scan the code to fill out the application, and view the processing progress within the form record details. Suitable for external business processing scenarios such as specialized equipment rental and installation applications, monthly parking pass applications in complexes, after-sales service requests, telecommunications service applications, etc.

Taking the specialized equipment installation/dismantling application process as an example:

• The construction site project manager scans the QR code to fill out the "Specialized Equipment Installation/Dismantling Application" form.
• The specialized equipment rental company receives the application and arranges personnel to handle it based on the form content.
• Depending on the current installation/dismantling status, e.g., "Installation Completed," the processing progress can be updated accordingly.
• Later, if the project concludes and requires equipment dismantling, an application form can also be submitted. Upon completion of dismantling, update the progress to "Dismantling Completed."
• View the installation/dismantling progress in the dynamic data panel and promptly handle applications marked as "Registered."

Use Template, Generate Code Now

3. Internal Approval Progress

For small and medium-sized enterprises lacking internal OA approval tools, CaoLiao QR Code can be used to create internal approval handling QR codes. This can be used for scenarios like reimbursement approvals, contract payment approvals, item requisition approvals, asset purchase approvals, etc., enabling timely processing of submitted applications and tracking their progress.

Taking reimbursement approval as an example:

• When an employee needs reimbursement, they scan the QR code to submit the application form.
• The finance manager receives the application and, based on the submitted content, decides whether reimbursement payment can be made. They update the current processing progress based on the situation, e.g., "Reimbursement Completed."
• The employee can view the processing progress in the follow-up actions section of the form record details. They can also subscribe to receive timely notifications when the processing status changes.
• The finance manager can scan the QR code to view the dynamic data panel and promptly handle data marked as "Pending."

If multi-level approval is required to complete the reimbursement process, click View Tutorial

Use Template, Generate Code Now

4. Feedback/Complaint Handling Progress

Government institutions and public service units can use CaoLiao QR Code to create feedback/complaint QR codes, routinely collecting opinions or complaints from the public while also providing feedback on the handling progress. Suitable for scenarios like reporting illegal vehicles, reporting wage arrears for migrant workers, providing feedback on city appearance issues, etc.

Taking reporting illegal vehicles as an example:

• Members of the public who observe traffic violations can fill out the form to report them.
• The traffic department head receives the report and, based on the submitted content and comparison with the actual situation, determines if a violation occurred. They update the processing progress based on the actual situation, e.g., "Violating Vehicle Handled."
• The reporter can view the handling progress in the follow-up actions section of the form record details. They can also subscribe to receive timely notifications when the processing status changes.
• The traffic department head can scan the QR code to view the dynamic data panel and promptly handle reports marked as "Unprocessed."

Use Template, Generate Code Now

III. How to Set Up

1. Configure Notifications Feature, Can Specify Recipients

Configure the business form settings so that when a new record is submitted, a WeChat notification can be sent to a specified person or identity group. Learn about identity groups

You can also set notification types, meaning reminders are only sent when submitted data in new records meets specific conditions. Learn about notifications

2. Enable the Update Processing Progress Feature for Forms

Configure the business form settings to enable the follow-up progress tracking feature. Define labels for the processing progress workflow, such as "Pending Rectification," "Rectified," etc. Set the default processing status to "Pending Rectification." You can modify the progress names to better fit the specific scenario based on actual needs.

Learn about follow-up progress tracking

3. Enable the Add Follow-up Actions Feature for Forms

Configure the business form settings to enable the add follow-up actions feature. Relevant personnel can collaborate and communicate on the submitted record's details page, supporting methods like text & images, @mentions for reminders, photo capture, etc.

In the Advanced edition and above, you can set up a designated form for recording follow-up actions. This ensures a more standardized export format, and notification rules can also be configured for that specific form.

Learn about the follow-up actions feature

4. Configure the Dynamic Data Panel Style to Display Processing Progress Statistics

Configure the dynamic data panel style settings and select the processing progress statistics option. You can modify the statistical indicators to directly display the processing progress statistics on the QR code itself.

Learn about the dynamic data panel feature