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
Process Configurator and Document Classification
Bosflow is built on a low-code platform that enables the definition and modelling of any business process in the system. The process modeler and form builder allow users to design forms and specify process flows in an accessible way, without any programming knowledge.
The system also includes a built-in OCR module that recognizes text in documents that are scanned and entered into the system. As a result, the document’s text content can be indexed in the search engine, making it easy to locate within the electronic register. Based on the text content read by OCR, each document can also be automatically classified into the appropriate category.
The personnel management module is one of the few modules that applies to all employees within an organization. As a result, the effects of its implementation and the resulting benefits are experienced by the widest group of users. Bosflow supports both hard and soft aspects of human resources management. Full system efficiency is achieved through integration with the client’s existing HR and payroll system.
The device and infrastructure management module has been developed with technical and maintenance departments in mind. It enables the comprehensive management of all infrastructure owned by the organization: buildings, devices, machines, apparatus and IT equipment. Asset record cards can correspond to the fixed asset register downloaded and synchronized cyclically from the ERP system or serve as independent files for assets that do not have a corresponding record in the fixed assets register. Within this module, processes can be managed for changing usage locations, reassigning assets, equipment removal permits, asset disposal and creating BDO (Waste Database) cards
