JotFlow Dashboard — Technical & Commercial Proposal

Bettroi FZE — Technical & Commercial Proposal

JotFlow
Workflow Management
Dashboard

A centralised, role-based dashboard that connects directly to JotForm — giving every approver, manager, and director a real-time view of pending approvals, smart action buttons, signature capture, and a complete audit trail. Deployed on your own secure environment.

Prepared For

Dubai Media Corporation

Workflow Management Division
Dubai Government Entity

Prepared By

Biji Thomas

CEO & Principal Consultant
Bettroi FZE

Reference

BTR-2026-DMC-01

Date: March 8, 2026

Valid Until

May 7, 2026

60-day validity

JotFlow Dashboard · Technical & Commercial Proposal · BTR-2026-DMC-01 Page 2 of 5

01 — Executive Summary

One Dashboard. Every Approval.

"JotForm is powerful — but approvers should not have to search their inbox to find a pending action. JotFlow gives every person in your organisation a personalised, real-time dashboard where they see exactly what needs their attention, take action in one click, and leave a traceable comment — all without ever leaving the platform."

JotFlow is a bespoke web application that sits on top of your existing JotForm workspace. It connects to JotForm via API to pull live submission data, workflow states, and step assignments — and presents each user with a focused, role-appropriate interface. Approvers approve. Directors sign. Finance teams complete tasks. All from a single dashboard, deployed on Dubai Media Corporation's own secure environment.

02 — Scope of Work

Six Core Deliverables

1

Personalised Approver Dashboard & KPI Summary

Role-based welcome screen per user. Four KPI cards: Pending Approvals, Approved Today, Average Wait (days), Critical (>7 days overdue). Focused queue showing only that user's pending items. Left sidebar lists all JotForm form names — click any to filter both views instantly.

2

Workflow Tracker — Full Submissions Report

Organisation-wide report: Reference, Title, Submitted By, Date, Approval Level, Days at Level, Total Days Elapsed, Pending With, Status (In Progress / Completed / Rejected / Delayed / Critical). Filter controls and Export to Excel included.

3

Smart Action Intelligence — Approve, Task, Sign & Complete Form

Dashboard reads the current workflow step type from JotForm and shows only the correct button: Approve + Reject (with mandatory comment) for approval steps; Complete Form for evaluator/executive steps; Task button for Finance/Procurement steps. Signature capture (in-dashboard) triggered on Director-level "Approval + Sign" steps — approval not marked complete until signature is captured.

4

Live JotForm API Integration, Auto-Refresh & Comment Push

All submission data, states, and step assignments sourced live from JotForm API with continuous auto-refresh — no manual reload required. Every Approve/Reject comment pushed back to the JotForm submission record automatically, maintaining a full audit trail inside JotForm independent of the dashboard.

5

Role-Based Access Control & Government-Grade Security

Director / Manager / Approver / Staff / Admin roles with strict data isolation. AES-256 encryption at rest, TLS 1.3 in transit, server-side API key vault (never exposed to browser), immutable audit trail with user + timestamp + IP, JWT session management, Microsoft SSO / Azure AD integration available, firewall and IP whitelisting support.

6

Deployment on DMC-Provided Environment & Go-Live Support

Application deployed on the virtual machine or cloud environment provided by Dubai Media Corporation. Bettroi configures, deploys, and hands over the fully working application. No third-party data exposure — all data stays on DMC's own infrastructure. Go-live support and 30-day post-launch warranty included.

JotFlow Dashboard · Technical & Commercial Proposal · BTR-2026-DMC-01 Page 3 of 5

03 — Dashboard Views & Reports

What Every User Sees

✅

Personalised Approval Inbox

Each user sees only their pending approvals — no clutter, no wrong forms. KPI cards at the top show their workload at a glance.

📈

Workflow Tracker Report

Full organisation-wide submissions view with status, days elapsed, pending approver, and one-click export to Excel for management reporting.

⚠

Overdue & Critical Alerts

Submissions overdue beyond 7 days are automatically flagged as Critical — visible to managers and directors for immediate escalation.

📄

Form-Filtered Views

Left sidebar lists all JotForm form names. One click filters every report to show only that form's submissions — PO Approvals, Leave, IT, Events, etc.

🖊

Signature & Comment Trail

Every approval action includes a mandatory comment. Director approvals capture a digital signature in-dashboard. All records pushed to JotForm for compliance.

📋

JotForm Inbox Deep Link

"View in JotForm" opens the user's personal blue Inbox view — not the admin table. Every step is completable from one page without navigating away.

04 — Security Architecture

Government-Grade Data Protection

Data Residency on DMC Environment

All data stored exclusively on the DMC-provided VM or cloud environment. Zero third-party data exposure. No external cloud dependency — full compliance with UAE government data residency requirements.

AES-256 Encryption + TLS 1.3

Database-level AES-256 encryption at rest for all submissions, approvals, comments, and documents. TLS 1.3 in transit — all API communication encrypted end-to-end.

API Key Vault & Server-Side Proxy

JotForm API keys stored in a server-side vault. Never exposed to the browser or client-side code. All JotForm calls made via a secure server-side proxy layer.

Immutable Audit Trail

Every action logged with user identity, timestamp, and IP address. Tamper-proof logs for full compliance accountability — aligned with ISO 27001 and UAE government audit standards.

Session Management & SSO

Auto-expiring JWT sessions with re-authentication after inactivity. Microsoft SSO / Azure AD integration available for seamless DMC corporate identity authentication.

Firewall, IP Whitelisting & Rate Limiting

Dashboard accessible only from DMC's internal network. Rate limiting enforced on all API endpoints. Configurable IP whitelist for additional access control.

Role-Based Data Isolation

Director, Manager, Approver, Staff, and Admin roles with strict data isolation. Each role sees only what it is permitted — no cross-department data leakage.

Zero Trust Architecture

No implicit trust at any layer. Every request validated, authenticated, and authorised server-side before data is returned — regardless of network origin.

JotFlow Dashboard · Technical & Commercial Proposal · BTR-2026-DMC-01 Page 4 of 5

05 — Timeline

3-Week Delivery

Week 1 — Foundation

Core Dashboard, JotForm API Integration & RBAC

Application scaffold, authentication, role-based access control, live JotForm API connection, submission data pull, personalised approver inbox and KPI summary cards.

Week 2 — Intelligence

Smart Actions, Signature Flow & Workflow Tracker

Smart action button logic (Approve / Reject / Complete Form / Task), mandatory comment push to JotForm, Director signature capture in-dashboard, Workflow Tracker report with filters and Excel export, form-wise sidebar navigation.

Week 3 — Delivery

UAT, Security Hardening & Deployment on DMC Environment

User acceptance testing with DMC team, security hardening (encryption, API vault, session management, IP whitelisting), deployment on DMC-provided VM, go-live sign-off.

15

Working Days

Total delivery from date of Purchase Order (PO) issuance. Timeline begins upon receipt of signed PO, JotForm API key, and access credentials to DMC's deployment environment.

06 — Commercials

Investment Summary

Description	Amount (AED)
JotFlow Dashboard — Full Scope Development (6 deliverables, 15 working days)	AED 16,000
Deployment & Go-Live Support on DMC Environment	Included
30-Day Post Go-Live Warranty & Bug Fix Coverage	Included
Infrastructure & hosting costs — on DMC's own environment (not charged by Bettroi)	DMC direct
Total One-Time Investment	AED 16,000

50%

AED 8,000

On Purchase Order issuance & project kickoff

25%

AED 4,000

On UAT completion & DMC sign-off

25%

AED 4,000

On production go-live & final delivery

No monthly retainer. Application deployed on DMC's own infrastructure — no ongoing hosting or licensing fees payable to Bettroi. Post-warranty support and enhancements available at AED 150/hour on request.

JotFlow Dashboard · Technical & Commercial Proposal · BTR-2026-DMC-01 Page 5 of 5

07 — Terms & Conditions

Engagement Terms

This proposal is valid for 60 days from the date of issue (valid until 7 May 2026). After this date, pricing and timelines are subject to revision.
The 3-week delivery timeline commences upon receipt of: (a) signed Purchase Order or written acceptance, (b) JotForm API key and workspace access credentials, and (c) access to DMC's deployment environment (VM or cloud).
The 50% advance payment of AED 8,000 is due within 5 business days of PO issuance. Development commences upon receipt of advance payment and all required access credentials.
Dubai Media Corporation is responsible for provisioning and providing access to the server, virtual machine, or cloud environment on which JotFlow will be deployed. Bettroi will configure, deploy, and hand over the application on the provided environment.
All JotForm workflow forms, approval steps, and API configurations must be fully set up and operational in JotForm prior to dashboard integration. JotFlow connects to existing JotForm workflows — it does not configure or build JotForm forms.
Bettroi provides a 30-day warranty post go-live covering bugs directly attributable to the dashboard code. Changes to JotForm workflows or API after go-live are outside warranty scope.
Source code is transferred to Dubai Media Corporation upon receipt of the final milestone payment (AED 4,000).
Post-warranty support, feature additions, and enhancements are available at AED 150/hour on a time-and-materials basis, subject to a separate statement of work.
Microsoft SSO / Azure AD integration, if required, is included in scope provided DMC supplies the necessary Azure AD application credentials and tenant access prior to Week 2.
All work is performed remotely. Bettroi FZE is registered at Dubai Silicon Oasis Authority (Trade License: DTEC-51432). Governed by UAE law.
VAT: VAT (5%) will be applied on Tax Invoices as per UAE Federal Tax Law.

Acceptance

By signing below or confirming acceptance in writing, Dubai Media Corporation acknowledges agreement to the scope, timeline, and commercial terms set out in this proposal (Ref: BTR-2026-DMC-01).

Signature — Dubai Media Corporation

Date