The registry office and administration are the areas typically first to be covered by process automation and electronic document workflow. Most documents from outside the organization, regardless of channel, are received by the registry office or reception and this is also the point from which documents are sent to external entities. The registry office and administrative departments are also responsible for the internal distribution of documents, archiving and planning as well as organizing work within the unit. Automation of processes in these areas ensures the smooth functioning of the entire organization and positively shapes its perception by external stakeholders.
Korzyści:
Elimination of delays in case handling and easy status tracking
Maximum reduction of working with paper documents
Fast access to all documents related to a given topic or case
Efficient information management
Comprehensive support for archiving processes
Incoming Correspondence
Bosflow handles incoming correspondence received via various channels - through the integrated e-PUAP platform, e-mail, traditional mail or courier. System-generated barcodes and scanner integration make it easy to batch scan, register and assign paper correspondence. Chronological filing options built into the system organize the storage of paper documentation.
Outgoing Correspondence
Outgoing correspondence is handled via the same channels as incoming correspondence. The system streamlines bulk mailings and label generation. Replicating postal rate tables enables the recording of postal service costs. The automatically generated correspondence register serves as a dispatch ledger from which the postal mailing list is produced.
Internal Correspondence
This streamlines case processing within the organization. It enables users to set deadlines for handling or responding to cases, to assign tasks and consultations within a given matter and to add attachments and notes. Linking internal correspondence to other case types, assigning correspondence to an individual user or a user group these are just some of the features that ensure efficient internal information flow.
Case Files
Case files act as virtual binders that gather documents, notes, emails and other information related to the same issue or topic. In organizations following a registry instruction, case files are usually set up based on JRWA (Standard Subject File Plan) or archiving categories. Document classification drives the full support for archiving processes.
Contract Register
Enables registering all types of contracts and related documents. Individually defined form fields record contract-specific parameters and information. Assigning the person or department responsible for contract execution streamlines contract management. Reminder features (for dates, amounts and quantities) support the execution of contracts.
In-house Archive
This module manages all in-house archive processes: creating transfer and receipt lists, document disposal, loaning and returning documents to the archive based on submitted requests. Thanks to advanced cataloguing and indexing functions, any document can be quickly located in the system, in chronological records or in the traditional archive, using part of its content or metadata.
Contact and Contractor Register
The register ensures the collection, storage and updating of a database of individuals (contacts) and legal entities (contractors). New contacts or contractors can be created directly in the system or imported from an external system, such as an ERP. Integration with the GUS (Central Statistical Office) database – the REGON register (National Official Business Register) - streamlines contractor onboarding. Validating NIP (Tax Ident
Electronic Notice Board
This is a simple tool for distributing information within the organization. The notice board enables the creation and publication of announcements, information and directives for defined recipients. Categories and authorised editors can be set. Publication and archiving dates ensure that displayed announcements are always up-to-date. The system also registers who has read a particular announcement.
Meeting Scheduler
Supports the planning of one-off and recurring meetings, inviting selected people and managing dates and tasks. Invited users can accept or decline invitations. The calendar can be customized visually and shared with selected users, while still allowing for defining private events.
Resource Booking
Enables users to define resources and rules for managing their reservations (e.g. meeting rooms or vehicles). Authorized users can reserve resources in the system and resource managers can confirm or reject reservations. Booking, resource availability and management are handled directly from the integrated graphical scheduler.
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Zobacz inne moduły
moduł bosflow
Procurement Management
The procurement management module enables the synchronization and optimization of purchasing processes for materials, products and services taking place within the organization. The system guides users through the entire workflow – from submitting a requisition, verifying and approving it, to issuing the product from the warehouse or initiating a new purchase process and finally to placing an order with the supplier based on a previously established contract. For public sector entities, gathered and consolidated purchase requests can trigger applications to initiate public procurement proceedings.
The access to comprehensive analytics of historical requests allows for informed approval of new requests in the system. Moreover, their consolidation into a single supplier order or a procurement application streamlines purchasing processes. Thanks to the integration of the Bosflow system with warehouse and supplier systems, purchasing can be carried out almost fully automatically. Procurement processes can be implemented in full or in selected areas, depending on the organization’s purchasing policy and the specific needs and nature of its operations.
The project management module enables the convenient planning and ongoing handling of various types of projects: investment, research, educational, commercial or training. The system allows for planning and settlement of projects funded internally or externally, including both short-term and multi-year ones. All data and documents are clearly collected in a project file, which can contain: contracts, correspondence, public procurement requests, emails, notes, schedules and other documents related to the project. The module also supports the detailed planning of individual tasks and generates notifications about significant project events
The area of financial management is one of the key areas for organizations in terms of process automation and document workflow. Implementing processes related to financial documents has a direct impact on the effectiveness of a unit’s financial management. The system enables cross-checking of documents by linking invoices with orders, contracts, requests to initiate proceedings, projects and relevant budget positions. This way, it is possible to continuously monitor the execution of a given contract or project and keep track of the load on specific budget items.
