NFFICE GROUPWARE
Within the limit, local.
Above it, head office.
Your delegation rules build the approval chain. Amount, document type and entity decide who signs: inside the limit, the team lead or country director closes it; above it, the request goes up to head office on its own. Deputies, post-approval, consensus and CC stay inside the same rules, and every approval keeps the rule version it was signed under.
Delegation, deputies, post-approval, consensus and CC are built in. Works on its own, or on the same record as HR and the ledger.
DELEGATION OF AUTHORITY
One table decides who signs
Head office writes the delegation rules once: amount × document type × entity. Every request in every entity is checked against the same table, so what a team lead may sign ends with the team lead, and the top band always goes to head office.
- Final approver set by amount, document type and entity
- Each entity can carry its own bands under one head-office table
- Band limits include the boundary: “up to 40,000,000₫” means 40,000,000₫ too
- A requester can see who will sign before they submit
The rules shown are examples. You set your own.
| Document | Band 1 | Band 2 | Band 3 |
|---|---|---|---|
| Purchase request | up to 20,000,000₫Team lead, Hanoi | up to 40,000,000₫Country director | over 40,000,000₫CFO at head office |
| Expense claim | up to 5,000,000₫Team lead | up to 30,000,000₫Country director | over 30,000,000₫HQ CFO |
| Leave | up to 2 daysTeam leadFinal under delegation · CC: head office | 3–5 daysHR director at head officeTeam lead reviews first | over 5 daysHR director at head officeConsensus: HR, Hanoi |
| Quote discountUp to 5%: no approval | up to 10%Sales manager | up to 15%Country director | over 15%Head of sales at head office |
| Contract | any amountCountry directorConsensus: Legal · CC: Finance | ||
Purchase request 45,000,000₫ → over the country director’s 40,000,000₫ limit. It goes to the CFO at head office for final approval.
ROUTING PREVIEW
The chain builds itself from your rules
Nobody picks approvers from a dropdown. The amount and the document type find the band, and the band decides who signs and who signs last. It is how delegation rules work on paper, without anyone having to remember them.
- Within a band, the last signer is final under delegation
- Above the country director’s limit, the chain extends to head office
- The rule version and band are stamped on the request
- Change a limit once and every new request follows it
Change the amount and watch the chain change.
Purchase request over 40,000,000₫: head-office band, final approval by the CFO at head office. Rules v3 · band 3.
DEPUTY · POST-APPROVAL · CONSENSUS · CC
The exceptions stay inside the rules
Approvers go on leave, a repair cannot wait, two departments have to agree, and head office needs to know. Each case has its own step type in the chain, so nothing is settled by a side message.
- Deputy — the deputy named in the rules signs while the approver is away; both names stay on the record
- Post-approval — urgent spending goes first and is approved after, with the reason attached
- Consensus — departments that must agree sign before the final approver
- CC — people who need to know get the document without a signature step
Pick a case on the right.
Purchase request · 45,000,000₫ · over 40,000,000₫
The team lead is away, so the deputy named in the rules signs. The record keeps both names: signed by Vũ Thị Mai on behalf of the team lead.
RULE VERSIONS & AUDIT TRAIL
Change the rules. Past approvals keep theirs.
Delegation rules change: a limit goes up, a new entity opens, a consensus step is added. Each change is a new version with a start date, and every approval keeps the version it was signed under, so an auditor sees the rule that applied at the time, not today’s.
- Rule versions with effective dates, and who changed them
- Every step logged with signer, time, device, rule version and band
- An approval signed under an old version still opens with that version
- Deputy and post-approval steps are marked as such in the log
The log on the right is example data.
| Time (Hanoi) | Step | Rule |
|---|---|---|
| 09:1205/10 · Desktop | Trần Văn MinhDrafted · Ngõ Trúc Supplies · maintenance budget | v3 · band 3over 40,000,000₫ |
| 10:4005/10 · Phone | Team leadSigned | v3 · band 3 |
| 14:0505/10 · Desktop | Country director Lee Jae-wonSigned | v3 · band 3 |
| 16:3005/10 · Desktop | CFO, head officeFinal approval · 18:30 HQ time | v3 · band 3 |
An approval signed in March still opens with v2 and the bands that applied then.
JEV ROUTING CHECK
The chain is checked before anyone signs
JEV, the AI agent, reads each request against the delegation rules and returns a decision with a confidence score. Above the threshold it re-routes on its own and logs why. Below it, a person decides with the reason in front of them.
- Catches a request filed under the wrong band before the first signature
- Flags split requests that together cross a limit
- Every re-route is in the audit trail with its confidence
- You set the threshold; the rules stay yours
By department
How each department uses it
Four requests that go through the delegation rules in Groupware and finish somewhere else, without anyone typing them twice.
PROCUREMENT
Purchase request → delegation limit, budget and ledger
The amount is checked against the band, sent up the right chain, and once approved it draws down the budget line and is recorded in the ledger.
HR · LEAVE
Leave → balance and payroll
For up to two days, the team lead’s approval is final. Once approved, the leave balance drops, the attendance calendar updates and the next payroll run picks up the days.
FINANCE · EXPENSES
Expense → journal entry
The approved claim becomes a TT99 (formerly TT200) journal entry with the receipt and the approval chain attached as evidence.
SALES · DISCOUNTS
Quote discount → sales manager, country director or head office
Up to 5% needs no approval; above that the discount band picks the signer, and the approved quote carries on to the order.
After approval
Where an approval goes next
An approval is where most records in the company begin. Once the last signer under the rules approves, the numbers move on their own.
IN GROUPWARE
The rules decide, the chain signs
Routed by band, signed under delegation or at head office, then locked with the rule version attached.
TO HR
Leave moves the balance and payroll
Approved leave and overtime land in the attendance calendar and the next payroll run without re-entry.
TO FINANCE
Purchases hit the budget, expenses the ledger
An approved purchase draws down its budget line and is recorded in the ledger. An approved expense or corporate card claim becomes a TT99 journal entry with the approval as evidence.
DOCUMENTS & SIGNATURES
Incoming and outgoing documents, numbered and signed
Vietnamese offices run on registered official letters. Each one takes its number from the register, is signed digitally and is filed with the approval that produced it.
- Incoming and outgoing registers (văn bản đến / đi) with automatic numbering
- Digital signature by USB token, or remote signing confirmed with an OTP
- Legal basis: Law on Electronic Transactions No. 20/2023/QH15
- The signed original is archived with its number and approval chain
The register on the right is example data.
| No. · Date | Type | Subject | Status |
|---|---|---|---|
| 125/2026/CV-HN02/10/2026 | Out | Công văn đề nghị gia hạn hợp đồng thuê văn phòng | Signed |
| 126/2026/QĐ-HN03/10/2026 | Out | Quyết định bổ nhiệm trưởng phòng kinh doanh | Signed |
| 0418/TB-BHXH03/10/2026 | In | Thông báo kết quả đóng BHXH tháng 9 | Logged |
| 127/2026/CV-HN04/10/2026 | Out | Công văn gửi đối tác về lịch giao hàng quý IV | Pending |
The next outgoing number, 128/2026/CV-HN, is issued when the document is signed.
AWAY FROM THE DESK
Approve from a phone without lowering the bar
Most approvals are a yes. The ones that are not need the full document. The phone gives you both, and the audit trail does not care which device you used.
- Push notifications carry the band and the rule, enough to decide on; open the full document when you need it
- Biometric confirmation on the device for high-value items
- Name a deputy for your absence, right from your phone
- Every action logged with device, time and the rule that routed it
THE REST OF THE DAY
Mail, notices, calendar and messenger in the same place
Not because a suite is impressive, but because an approval without its attachment, its thread and its meeting is half a record.
- Mail threads attachable to an approval, not copied into it
- Notices with read tracking, for example when the delegation rules change
- Shared calendars that show the Hanoi and head-office working day together
- Files versioned and tied to the document that produced them
- A messenger that keeps team and customer chats on the company record instead of personal chat groups
Attach a thread to an approval instead of copying it in.
What's included
What is in Groupware
Delegation-of-authority approval is at the center of it. Everything else exists so the approval has context.
Delegation-of-authority approval
Chains built from amount, document type and entity under head-office rules, rather than drawn by hand each time. Deputy, post-approval, consensus and CC included.
Rule versions and audit trail
Every approval keeps the rule version, band, signer, time and device. Change the rules without rewriting history.
Company mail
Shared and personal mailboxes with retention rules.
Boards and notices
Announcements with read receipts where it matters.
Calendar and rooms
Shared calendars across time zones, with room booking.
Document store
Versioned files attached to the approval that produced them.
Registers and e-signature
Numbered incoming and outgoing documents, signed digitally.
Messenger
Team and customer chats kept on the company record.
Mobile approval
Decide from a push, or open the full document.
Original language on request
An approver who wants it can also open a request in the language it was written in.
Head office needs
What head office actually asks about
FAQ
Questions we get asked first
Can we bring over our current delegation rules?
Yes. Bands are set per document type, amount and entity, so most companies enter their current delegation table as it is during rollout. Rules that depend on something other than amount, such as project or cost center, take longer, so list those early.
Can each entity have different limits?
Yes. Each entity has its own bands under one head-office table. Head office can keep the top band common, so anything above a local limit reaches head office whichever entity it starts in.
What happens when an approver is away?
The deputy named in the rules signs on their behalf. The record shows both who signed and for whom, and the approver sees what was signed when they return.
If we change the rules, what happens to past approvals?
Completed approvals keep the rule version they were signed under. Requests submitted after a new version takes effect follow the new one, and the audit trail shows which version applied to each step.
Can we keep our existing approval forms?
Yes. Forms are configured rather than coded, and most companies bring across their current set during rollout. Unusual forms with calculations inside them take longer, so list those early.
Does it connect to our head-office single sign-on?
It joins the identity provider you already run, so people keep one login. Local staff who are not in the head-office directory can be managed separately within the same entity.
Can we migrate old approvals from our current system?
Completed approvals can be imported as records with their chain and attachments, so history stays searchable. In-flight approvals are usually finished in the old system rather than moved.
Does Groupware work without HR and Finance?
It does. You lose the automatic hand-offs, so approved leave is exported to your payroll system and purchase approvals are re-entered in your accounting software.
Pricing
Groupware starts at $2.66 (70,000₫) per person per month
Minimum 10 people. Delegation rules and form configuration, hosting and two training sessions are included. Migration of historical approvals is quoted separately.
Follow one approval up the chain
The demo takes a request from Hanoi through the delegation rules to its final approver. No account, nothing sent anywhere.