The Mail and Documentation Circulation module has implemented mechanisms that make it possible to launch a process related to the handling of cases arising from recorded incoming correspondence. The defined process manages the flow of information between organizational units according to predetermined rules, developed on the basis of the case handling processes functioning in the company.
Main functionality:
- recording complete information on incoming and outgoing correspondence to/from the company with the possibility of division into branches (field offices) through authorized access to the entered information;
- decreting incoming correspondence and recording any electronic attachments related to the aforementioned correspondence;
- attaching other documents to the case - these attachments are accessible from Prolan ERP's system database production for the purpose of transferring (completing) full documentation;
- launching processes for handling correspondence cases according to the rules established in the company (possibility to launch more than one process for a given case);
- freely defined processes in Oracle Workflow (Oracle Workflow Builder);
- handling processes by designated users and the ability to view the stage of execution of a given case;
- recording all attachments in electronic form at every stage of the process;
- obtaining information on the progress of case execution;
- organising units by managers (and their deputies) to keep an eye on the process;
- configuring email notifications sent to employees (new cases to be processed, endangered case deadlines, etc.);
- printing incoming and outgoing correspondence ledger and sub-ledger for the post office;
- recording the cost of sending correspondence (stamps record);
- user authorization using electronic cards (chip) and authorized documents;
An example definition of the case processing is shown in the picture below:
