On the Finance side, we’ve built several K2 applications—such as a Tax application, a Global Monthly Report system that automatically distributes reports to the appropriate users each month, and a Fixed Asset Transfer application. Each solution includes a workflow approval process, form‐based data entry with attachments, and a full audit trail and commenting functionality for all participants.
Representative K2 Applications
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Time Tracker (MIS & Engineering): Engineers and MIS staff enter hours and categorize tasks via a K2 form. Submitted timesheets automatically update our back‑end systems for reporting and project accounting.
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IT Self‑Audit (InfoSec/Internal Audit): Employees complete a device audit, confirming hardware items and their status. Any discrepancies automatically route to IT, and automated reminders ensure timely resolution.
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Legal Holds (Legal Department): When legal or regulatory matters arise, Legal issues “Legal Hold” notices through K2. Recipients acknowledge their responsibilities, and K2 tracks acknowledgments, escalates late responses, and maintains a full audit trail.
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Procurement Intake Form (Procurement): Department‑level purchase requests are initiated via a K2 form capturing vendor details, budget codes, line items, and required documentation. Once submitted, the workflow sends requests to the appropriate approvers and pauses when attachments are missing—streamlining approvals and reducing back‑and‑forth.
Departmental Use Cases
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MIS & Engineering (Time Tracker Application):
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Team members log project hours through a Time Entry form.
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Supervisors review and approve timesheets.
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Approved data flows into reporting tools, eliminating manual consolidation.
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Managers gain real‑time insight into resource usage, identify overruns or under‑utilization, and optimize allocations.
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IT (Self‑Audit of Devices):
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Employees conduct a self‑audit of assigned hardware (laptops, monitors, mobile devices, etc.).
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Any missing or non‑compliant items automatically route to IT for resolution.
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Automated reminders ensure the audit process stays on track, reducing help‑desk tickets and maintaining InfoSec compliance.
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Legal (Legal‑Hold Notices):
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Upon litigation or compliance reviews, the Legal team launches a Legal‑Hold workflow.
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Affected staff receive notifications detailing data‑preservation obligations.
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K2 captures each acknowledgment and escalates late responses.
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A comprehensive audit report is generated to demonstrate regulatory compliance.
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Procurement (Procurement Intake Form):
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All purchase requests begin with a K2‑powered form that gathers vendor information, budget codes, line‑item details, and supporting documents.
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Submitted requests route to department heads or Finance, based on predefined approval thresholds.
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If required attachments are missing, the workflow pauses and sends automated reminders to the requestor.
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This accelerates the approval cycle and reduces errors.
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Internal Audit (SOX 302 Sub‑Certification):
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Quarterly, K2 sends sub‑certification requests to control owners.
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Control owners review and attest to the effectiveness of internal controls within five business days.
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Ensures the CEO and CFO can file their SOX 302 certifications on schedule.
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Registry & Custom Surveys (Various Teams):
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Registry applications collect and consolidate data (e.g., vendor lists, compliance checklists) without separate databases.
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Custom survey workflows aggregate responses, validate entries, and produce summary dashboards.
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All functionality is built within K2, simplifying survey creation and reporting.
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Finance (Invoice Approval & Expense Reimbursement):
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Incoming invoices are scanned and matched to purchase orders.
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Matched invoices route through a multi‑step approval hierarchy; exceptions trigger notifications.
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Employee expense reimbursements follow a similar workflow: validating receipts, flagging policy issues, and depositing approved payouts into payroll.
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Common Benefits Realized
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Rapid Deployment & Adaptability: K2’s low‑code environment allows us to introduce new forms or tweak existing workflows—such as changing approval chains or adding reminder logic—in days rather than weeks.
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Comprehensive Visibility: Every form submission, approval routing, and acknowledgment is centrally logged. Stakeholders access real‑time dashboards to spot bottlenecks or overdue tasks instantly.
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Seamless Integration: K2 SmartObjects unify data from various systems (SharePoint, SQL databases, Oracle), letting workflows read from and write to multiple line‑of‑business applications without manual intervention.
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Auditability & Compliance: Because every interaction is timestamped and tied to a user ID, K2 provides an unalterable audit trail—vital for Legal Holds, InfoSec audits, and regulatory reporting.
By offering a consistent, scalable framework for creating and maintaining automated processes, K2 empowers teams—from Finance and Legal to IT and Procurement—to eliminate manual handoffs, reduce errors, and uphold a single source of truth. As business needs change, departments can easily adjust workflows (add steps, revise approvers, update notifications) without a full redevelopment effort—ensuring ongoing agility and operational excellence.