Role-Based Enterprise Management and Self-Service Solution

Digitalise Your Corporate Processes

The business processes an organisation needs for different departments and user groups can be managed from a central platform. Thanks to role-based authorisation, each user can only access the menus, forms and operations defined within the scope of their duties and responsibilities.

Role-Based Access and Authorisation

Different access levels can be created according to users’ roles. Custom menu and operation permissions for managers, employees, operations or other user groups deliver a secure and personalised experience.

Digital Forms and Workflows

Internal operations that are carried out manually can be managed through digital forms and workflows. Tracking request, approval, review and completion steps in the system keeps processes moving in a more orderly and faster way.

Notifications and Status Tracking

Updates about the status of operations can reach users via e-mail or in-app notification channels. Users are informed in time about ongoing requests, approval processes and important updates.

Security and Auditability

Critical operations are recorded with user information and a timestamp so that processes can be traced retrospectively. This structure strengthens an organisation’s operational transparency and audit capability.

Who is the self-service portal for?

It is designed for organisations that still handle recurring requests such as leave, expenses, advances, purchasing, IT and facilities over e-mail and phone. Employees create requests from their own screens and follow their status, while support teams stop losing time to “where is my request?” questions.

External user groups such as dealers, suppliers or customers can also use the same platform for self-service, seeing only the screens opened to them.

Highlighted capabilities

Personalised user dashboard

When users log in they see only the menus for their role, their pending approvals and their open requests. Frequent actions start with one click from shortcuts.

Flexible approval chains

Different approval steps are defined by request type, amount or department. Delegation and timeout rules keep approvals moving during holidays.

Reporting and process analysis

Request volumes, average completion times and pending work are reported per department, making bottleneck steps easy to identify.

Knowledge base and announcements

FAQs, procedures and internal announcements are published through the portal. Employees find answers to many questions in the knowledge base without opening a request, and announcements can be targeted by role or department.

Integration and identity management

The platform integrates with identity systems such as Active Directory or LDAP to provide single sign-on (SSO); user and role information is updated automatically from the central directory. Thanks to API integration with HR, ERP and accounting systems, approved requests are processed in the target system without manual transfer.

Implementation process

1. Roles, user groups and priority request types are identified.
2. Forms, approval chains and notification rules are configured.
3. A pilot department tests the setup and feedback is applied.
4. The portal is rolled out company-wide and new processes are added.

Benefits

• Employees create requests without waiting and track status themselves.
• Phone and e-mail load on support and admin teams drops noticeably.
• Central permission management lowers the risk of screens and data left open to the wrong people.
• Request times are measured and service quality improves with data.
• No separate system is needed for external users.

Why Aksiyon Soft?

In role-based authorisation and self-service portal projects, Aksiyon Soft combines enterprise software experience with a focus on user experience. We design roles and processes with you and build simple screens that users can adopt without training. The same team works from discovery to go-live, and with post-launch support new request types and roles are added as your organisation grows.

Frequently asked questions

Does adding a new request type require software development?

In most cases, no. Form fields, approval steps and notifications are configured from the admin panel; custom business rules are added through development when needed.

Can it be used on mobile devices?

Yes. The interface is mobile-friendly, so managers can review and complete pending approvals from their phones.

How are external users brought into the system?

Dealer, supplier or customer users are defined with separate roles; they see only the forms and records opened to them and cannot reach internal data.

How are permission changes handled?

When someone changes role or leaves, their role is updated in the central directory; permissions adjust automatically and every change is logged.