Move the work forward. Cut the repeated steps.
Connect the tools and handoffs behind your everyday operations.
HiredVietnam helps you assess, design and implement workflows around your business process—from routine data updates to approval routing and reporting. Agree the checks, human decisions and support needed to keep the workflow useful after launch.
Where does work get stuck between your systems?
An enquiry arrives, but someone still needs to update the CRM. A document is ready, but the approval request has not reached its owner. A report takes repeated exports and formatting before anyone can use it.
Start with one of those handoffs.
We assess what triggers the work, which information it needs and where a person must make a decision. Then we define what can be automated within your systems and permissions.
Workflows to explore
These examples are starting points for discovery. Feasibility depends on your systems, access, data and business rules.
Enquiry & CRM Routing
Get information to the right place and person.
Possible scope:
- Capture approved form submissions.
- Create or update records using agreed matching rules.
- Route enquiries to the responsible owner.
- Notify your team of items needing attention.
Decisions to agree: Required fields, duplicate handling, ownership and follow-up responsibilities.
Sales conversations, appointment scheduling and outreach are separate activities unless explicitly included.
Administrative Data Handoffs
Reduce repeated entry between agreed systems.
Possible scope:
- Transfer defined information between authorised tools.
- Check required fields before processing.
- Update operational trackers.
- Flag missing or conflicting information for review.
Decisions to agree: The source of truth, permitted updates and how exceptions are handled.
Approvals & Internal Requests
Make the next decision visible.
Possible scope:
- Route a request to the appropriate reviewer.
- Record approval status.
- Send agreed reminders.
- Move approved work to the next step.
Decisions to agree: Who can approve, what happens if they are unavailable and which actions require explicit authorisation.
Reporting Workflows
Bring agreed information together on schedule.
Possible scope:
- Collect data from approved sources.
- Prepare recurring report inputs.
- Check for missing updates.
- Notify the report owner when information is ready.
Decisions to agree: Definitions, reporting periods, access and how errors are surfaced.
AI-Assisted Tasks
Use AI where the process supports it.
Discuss tasks such as preparing draft summaries, suggesting categories or extracting information for review.
Decisions to agree: Suitable inputs, output checks, human approval, tool permissions and what happens when the result is uncertain or wrong.
AI is not required for every workflow. A straightforward rules-based process may be the appropriate starting point.
Start with the process, then choose the tools
Before building, define what should happen and how you will recognise a correct result.
| Question | What we establish |
|---|---|
| What starts the workflow? | The event, request or schedule that triggers it |
| Where does the information come from? | The approved source and required inputs |
| What should happen next? | The steps, rules and permitted actions |
| Where is a decision needed? | Human review and approval points |
| What could go wrong? | Missing data, duplicates, failed connections and exceptions |
| How do we know it worked? | The completion check and record of the outcome |
If the process itself needs clarifying, include that work in discovery. Automating unclear instructions will not resolve the underlying decision.
From a manual handoff to an agreed workflow
Consider an enquiry submitted through your website.
An agreed workflow could check the required fields, apply duplicate rules, create or update the CRM record and notify the assigned owner. An incomplete submission or failed update would be flagged for review rather than treated as complete.
Your team handles the next commercial conversation.
Illustrative workflow. Actual integrations, permissions and actions are confirmed during scoping.
Build and test before relying on it
Agree how the workflow will be tested and accepted before it is used for live work.
| Stage | What it covers |
|---|---|
| Map | Document the current process, inputs and expected result |
| Design | Agree rules, permissions, human decisions and exceptions |
| Build | Implement the agreed connections and workflow |
| Test | Check expected cases, missing information, duplicates and failures |
| Approve | Review results against the agreed acceptance criteria |
| Launch | Release the approved workflow and confirm ownership |
| Support | Monitor and maintain it to the extent agreed |
Use suitable test data and controlled access during development. Confirm how a workflow can be paused, how failed work is reviewed and what manual process is available if needed.
The steps are a delivery approach, not a fixed implementation timetable.
Keep people in control of important decisions
Automation should act within the authority you have agreed.
Define which changes can happen automatically and which require a person to review or approve them. Examples include sensitive record changes, external messages, payments or publishing.
For AI-assisted workflows, agree representative test examples and a review method before launch. Record what needs human checking and how unsuitable outputs are handled.
Do not let a workflow silently widen its permissions or take on new business decisions because a new task is added.
Clear responsibilities for implementation and support
| Area | HiredVietnam's agreed responsibility | Your team's responsibility |
|---|---|---|
| Requirements | Assess the process and clarify implementation needs | Set business rules, priorities and intended outcomes |
| Access | Identify the permissions required for the agreed work | Authorise access and retain appropriate account ownership |
| Implementation | Build the defined workflow | Resolve business questions and approve material changes |
| Testing | Prepare and run agreed checks | Review results and confirm business acceptance |
| Launch | Coordinate the approved release | Authorise live use and name the operational owner |
| Ongoing support | Provide the monitoring and maintenance in scope | Report changed requirements and relevant system changes |
Confirm who owns accounts, documentation and workflow assets, and what will be handed over.
Platform subscriptions, third-party usage and support coverage should be clear in the proposal. They are not automatically included in an implementation fee.
Keep the workflow useful after launch
Business rules change. Source information changes. Connected systems may change too.
Discuss the ongoing support you need:
Checks that the workflow is running as expected.
Notifications when an action fails.
Investigation of issues within the agreed scope.
Maintenance and documentation updates.
A process for assessing new requirements.
Confirm the support window, contact route and responsibilities before launch. Continuous monitoring or round-the-clock response is included only when explicitly agreed.
If you want the wider business process managed as well, explore Managed Business Processes. Technical maintenance and day-to-day operational delivery are distinct responsibilities.
Start with one useful improvement
You do not need to automate the whole business.
Bring us one repeated task or handoff. Discuss the volume, current effort and budget, then agree a practical starting scope.
A focused automation can be an affordable way to improve a recurring process when the implementation and ongoing requirements fit the value of the work.
Keep the proposal straightforward:
What will be automated and what stays manual?
What implementation and support are included?
What separate tools or usage costs need to be considered?
Review the initial workflow before extending it to additional processes.
How we get started
Define Requirements
Show us the current steps, tools and handoffs. Agree the problem and the result you want.
Assess & Select Talent / Design the Process
For automation, focus on feasibility, workflow design, permissions, required skills and acceptance criteria.
Onboard Your Team
Prepare approved access and test inputs. Build and test the workflow, document it and prepare the people who will use it.
Ongoing Support & Delivery
Release the accepted workflow and provide the support included in the engagement. Review issues and discuss changes as needs develop.
Questions about Workflow Automation
Do we need to replace our existing systems?
Not necessarily. Start by reviewing the tools you already use and the connections they support. Compatibility, access and any required changes are assessed before the scope is confirmed.
Can you connect any application?
That needs assessment. Available interfaces, permissions, subscription requirements and technical limitations affect what can be connected. We will confirm the proposed approach rather than assume every connection is possible.
Does every automation use AI?
No. Defined rules can handle many workflows. AI-assisted steps should be considered where they fit the task and can be tested and reviewed appropriately.
Can we start with a small workflow?
Yes, a defined handoff or recurring task can be assessed as a starting scope. Include the checks and support needed to use it reliably, rather than focusing only on the initial build.
What happens if the workflow fails?
Agree how failures are detected, who is notified and how affected work is reviewed. Also define whether work should pause or move to a manual process. The response and maintenance responsibilities belong in the scope.
Can you maintain an automation built by someone else?
Share the documentation, tools, access and known issues. We will assess whether the workflow can be supported and what review or changes are needed before confirming the service.
Is ongoing support included?
It depends on the agreed proposal. Confirm the monitoring, maintenance and support coverage alongside implementation so you know who owns the workflow after launch.
How do we measure whether automation is helping?
Use measures that fit the process: manual steps removed, completion time, successful runs, exceptions and human review effort. Compare with an agreed baseline; do not assume that every automated action creates a financial saving.
Can automation support our managed marketing or administration service?
Yes, it can be assessed alongside the delivery process. Define implementation, maintenance and operational ownership separately so each part has a clear owner.
Which repeated task would you like to simplify?
Tell us what starts the work, which tools are involved and where the process slows down. Discuss an automation scope with clear rules, checks and support.
