Automated Generation and Approval of Out Memos

This client is one of the Emirates’ Government Departments in UAE. Multiple departments of the Government including Administration, Crown Prince Office, Immigration, Purchase, Legal, Media, Library and Region Development were considering complete digital transformation. These departments were operating manually at offices, and the communications were through hard copy documents.

In this use case the solution is implemented for the Immigration Department.

The Department creates Outward Memos against the In Requests it receives. These were managed manually, making it a difficult task due to the huge number of memos.

Also, with the automation of the Incoming Requests, the digital transformation of the Outward Memos was much needed.

The solution in i-doc caters to both the requirements of creating new Outward Memos from the Department and creating Outward Memos against In Memos. The workflow design is built with BPMN workflow modeller. Dynamic Task Management implements the workflow process.

A word like editor enables a user to create the memo from within the application. The Outward Memo has more than twenty-five different template where most of them needed provision to enter dynamic data which can be numeric, alphanumeric or part of a table. A user creates the Out Memo with the entry of the dynamic fields as per the selected template and the required index fields for the document. The system generates the document as a searchable PDF as per the template with dynamic data filled in. The user can also attach documents to the memo and submit with a priority of the task defined (High/Medium/Low).

The approver gets the memo in the pending task list for approval. It can either be approved or rejected with comments. Once the final approval is done by the authority, the digital stamp and e-signature of the person are imprinted on the document.

A user can create the out memo against any of the In Requests listed in the system. The user has to select the In Request and create an Outward Memo against it. Most of the Out Memos in the Immigration Department are generated against an IN request. The memo generation process remains unchanged.

 The Outward Memo creation and approval process is fully automated with i-doc

 The approved can approve memos from mobile devices like a tab or smartphone

 Automation of the process helps save a huge quantity of papers

 All Outward Memos can be easily tracked from the dashboard