Delivering tailored business applications that meet unique customer expectations is a challenge, especially when requirements are vague and timelines are tight. This case study outlines how SHIFT ASIA successfully developed and delivered a document approval flow system on the Kintone platform for a client operating in the Southeast Asian market.

This case study demonstrates how SHIFT ASIA successfully delivered a comprehensive document approval flow application on the Kintone platform, overcoming technical implementation challenges and tight timelines to create a solution that significantly improved the client’s business processes.

About the Client

Our client is a prominent member of a major Japanese business group operating across multiple industry verticals. The organization maintains a diverse portfolio of business activities spanning four key areas:

• Transportation and Tourism Group: Operating comprehensive transportation services, including buses, trucks, and taxi services
• ICT Group: Providing specialized information technology services and solutions
• Total Life Services Group: Managing retail operations and nursing care services
• Urban Development Group: Focusing on real estate development and property management

As a regional subsidiary of a well-established Japanese conglomerate, the client maintains high standards for operational efficiency and seeks to leverage modern technology platforms to streamline their business processes across multiple divisions.

Client’s Challenge and Requirements

Primary Challenges

The client approached SHIFT ASIA with a vision to digitize and automate their document approval process. However, the project came with significant challenges:

• Undefined Requirements: The client had only a general concept of the service they wanted and could not clearly define detailed specifications.
• Platform Constraints: They selected Kintone as the base platform, which posed a learning curve for SHIFT ASIA due to its proprietary nature and limited flexibility for complex UI design.
• Tight Timeline: There was limited time allocated to specification planning, requiring a fast and iterative development approach.

Client’s Vision

Despite these challenges, the client needed a solution that could:

• Streamline document approvals
• Record user behavior logs
• Be easily extensible for future enhancements

SHIFT ASIA’s Approach and Solutions

Strategic Approach

SHIFT ASIA adopted a consultative and iterative approach to address the client’s challenges:

Requirement Analysis and Definition: Given the client’s lack of precise requirements, our team conducted comprehensive analysis sessions to understand the client’s business needs and translate their conceptual vision into detailed technical specifications.

Rapid Familiarization with Kintone: Our team quickly researched the Kintone ecosystem, including plugin architecture and available APIs, to define what was technically feasible.

Agile Development Methodology: We implemented an incremental development approach with bi-weekly client meetings, enabling continuous feedback incorporation and client improvement.

Collaborative Solution Design: Rather than waiting for complete specifications, we created draft designs and worked closely with the client to refine requirements through regular demonstrations and feedback sessions.

Technical Consultancy: We advised the client on plugin integration, system extensibility, and toolchain options, ensuring the solution would remain maintainable and scalable.

Proposed Solution Scope

Based on our analysis of the client’s needs, SHIFT ASIA proposed a comprehensive solution that included:

• Database design and architecture
• User-friendly screen interface design
• API development and integration
• Full application development and testing
• Deployment and release to the Kintone platform
• Complete handover and knowledge transfer

The solution was designed to support document approval workflows while maintaining the flexibility to accommodate future enhancements and scalability requirements.

Implementation Process

The project was executed in structured phases:

• Phase 1 (October – December 2022): Initial development and core functionality implementation
• Phase 2 (October – November 2023): System enhancements and additional feature development

Throughout both phases, we maintained regular communication with the client’s IT leadership team, ensuring alignment with business objectives and technical requirements.

Results and Techniques Involved

Project Outcomes

The project achieved remarkable success across multiple dimensions:

• Requirement Clarification: Through our collaborative approach, we successfully transformed vague initial concepts into detailed, actionable requirements and specifications.
• Successful Deployment: The first phase was delivered in just over three months, with a follow-up enhancement phase conducted the following year.
• Client Satisfaction: The client expressed high satisfaction with the delivered solution and has expressed interest in continuing collaboration for future projects.
• Technical Expertise Transfer: Complete handover and knowledge transfer ensured the client could maintain and operate the system independently.

Technical Implementation

The solution leveraged a modern technology stack:

• Frontend Development: Vue.js for responsive and interactive user interfaces
• Backend Logic: JavaScript for business logic and system integration
• Platform Integration: Native Kintone platform APIs and plugins
• Deployment: Docker containerization for consistent deployment environments

Why SHIFT ASIA Was Chosen

The client selected SHIFT ASIA based on our demonstrated capabilities in:

• Specialized Platform Expertise: Proven ability to develop sophisticated applications on the Kintone platform
• Comprehensive Solution Design: Capability to design integrated application suites that align with complex business requirements
• Collaborative Approach: Strong consultancy and communication skills across both English and Japanese
• Regional Presence: Understanding of local business practices and requirements in the Laos market

Conclusion

This case study demonstrates SHIFT ASIA’s ability to deliver complex enterprise solutions under challenging conditions. By combining technical expertise, collaborative methodologies, and deep platform knowledge, we successfully transformed a client’s general vision into a robust, functional document approval system.

The project’s success, evidenced by the client’s satisfaction and commitment to future collaboration, highlights our capability to navigate ambiguous requirements, master new technologies rapidly, and deliver solutions that drive real business value.

Ready to build your next business solution? Contact us today to see how SHIFT ASIA can help.