Internal Tools & Process Optimization Archetype¶
SCOPE_ITEM: Web applications that digitise internal business processes, replace spreadsheet-driven workflows, and centralise operational data for teams of 5 to 5 000 users within a single organisation.
When This Archetype Applies¶
CHECK: Client needs a tool used exclusively by internal staff. CHECK: Primary goal is efficiency, compliance, or data centralisation. CHECK: Users authenticate via corporate identity provider (SSO/AD). CHECK: Application will NOT be sold to external end-users.
IF: External parties need limited access (e.g., suppliers, auditors). THEN: Use the client-portal archetype for the external-facing layer and connect it to the internal tool via API.
Variants¶
Workflow & Approval Tool¶
SCOPE_ITEM: Digitise multi-step approval processes (leave requests, purchase orders, change requests, incident management). INCLUDES: State machine engine, approval chains, escalation rules, SLA tracking, notification triggers, audit trail. OPTIONAL: Custom form builder, conditional routing, parallel branches.
Data Management & Reporting Tool¶
SCOPE_ITEM: Centralise operational data currently scattered across spreadsheets, email, and legacy systems. INCLUDES: Structured data entry forms, validation rules, reporting dashboards, data export (CSV, PDF), role-based access. OPTIONAL: Scheduled reports, real-time dashboards, chart builder.
Operations Dashboard¶
SCOPE_ITEM: Real-time visibility into business operations, KPIs, and system health for management and ops teams. INCLUDES: Widget-based dashboard, data aggregation from multiple sources, alert thresholds, historical trend views. OPTIONAL: Predictive analytics, anomaly detection, drill-down views.
Document & Knowledge Management¶
SCOPE_ITEM: Centralised repository for internal documentation, policies, procedures, and institutional knowledge. INCLUDES: Document upload, versioning, search, access control, categorisation, retention policies. OPTIONAL: Wiki-style editing, approval workflows for publications.
GE Stack Mapping¶
| Layer | Technology | Notes |
|---|---|---|
| Frontend | Next.js (App Router) | Server components for data-heavy views |
| API | Hono on Node.js | Lightweight, type-safe API routes |
| Database | PostgreSQL + Drizzle ORM | EU-hosted, GDPR compliant |
| Auth | NextAuth.js + SAML/OIDC | Corporate SSO via BoxyHQ SAML Jackson |
| Search | PostgreSQL full-text | Upgrade to Meilisearch if >100k documents |
| File storage | S3-compatible (EU region) | Presigned URLs, virus scanning on upload |
| Background jobs | BullMQ + Redis | Scheduled reports, notification dispatch |
| Hosting | EU-hosted infrastructure | GDPR Article 44 compliant data residency |
Complexity Estimation¶
| Variant | Typical scope items | Estimated effort |
|---|---|---|
| Simple workflow tool | 40-60 | 4-6 weeks |
| Data management + reporting | 60-90 | 6-10 weeks |
| Full operations platform | 100-150 | 12-18 weeks |
Key Decision Points¶
IF: Organisation uses Microsoft 365 / Azure AD.
THEN: Default to SAML SSO via Microsoft Entra ID.
See: authentication-corporate.md
IF: Organisation uses Google Workspace.
THEN: Default to OIDC via Google Workspace.
See: authentication-corporate.md
IF: Client needs multi-step approval processes.
THEN: Include workflow engine module.
See: workflow-engine.md
IF: Client needs ERP or CRM data synchronisation.
THEN: Include integration layer.
See: integrations.md
IF: Client needs dashboards and scheduled reports.
THEN: Include reporting module.
See: reporting.md
Compliance Baseline¶
COMPLIANCE: GDPR — EU-hosted data, DPA with client, retention policies. COMPLIANCE: Audit trail — All state changes logged with actor, timestamp, before/after. COMPLIANCE: Access control — Role-based, principle of least privilege. COMPLIANCE: Data export — Client can export all data in machine-readable format. COMPLIANCE: Backup — Daily automated backups, tested restore procedure.
Related Archetypes¶
- Client Portal — When external parties need access.
- Marketplace — When the tool evolves into a platform.
- B2B SaaS — When the tool is productised for resale.
File Index¶
| File | Purpose |
|---|---|
feature-tree.md |
Complete feature decomposition |
authentication-corporate.md |
SSO, Active Directory, MFA |
workflow-engine.md |
State machines, approval chains |
reporting.md |
Dashboards, exports, scheduled reports |
integrations.md |
ERP, CRM, Office 365, Google Workspace |
checklist.md |
Scoping and delivery checklist |