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A Digital Mailroom to manage both physical letters and e-mails, integrated with a Task Management System to enable users to stay updated and take necessary actions in time.

This client is a 130 years old association, recognized as the apex organization representing the Indian jute industry, with 37 composite jute mills as its members. It serves as an intermediary between the Central and State governments, provides service to members, promotes trade, public relations, research and product development, and fosters goodwill and better understanding among all members for a healthier environment for the trade to flourish. All the important data concerning the jute industry is maintained in its premises.

Since the incoming documents to the association are in the form of either emails or physical letters, it was difficult to keep track of them systematically. Moreover, the approval mechanism was complicated and clumsy. Pending actions by the Director-General and subsequent approvals by the Chairman could not be traced easily in the manual operation, causing a lot of difficulties.

The solution model of the workflow was designed using BPMN modeller. For incoming e-mails, the digital mailroom was set up, where the recipient uploads the e-mail in the system and submits to the appropriate authority for further action.

For physical letters, the recipient scans and uploads the letter with relevant metadata into i-doc and then follows the same process of the workflow.

Dynamic task management enables users at each level to view their pending tasks in his dashboard and take action. The system dashboard displays the overall pending tasks in real-time, which is visible to all the users at all times.

 Seamless management of both hard copy letters and emails

 Dashboard to display users’ task status, helping them to take action in time

 Integrating of emails to i-doc allowing users all information through a single medium

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Post Author: idoceradmin