This customer is a well-known company that works with one of the National Olympics Official Bodies in the dominions of the United Arab Emirates. The National Body coordinates and prepares for all associated activities before, during, and following the Olympic Games.
Intensive internal and external communications, manually or through email, were integral to the operation. The movement of documents and approvals, where relevant, were done manually and on paper. Since the manual management process is time-consuming and prone to errors, the client was not happy.
The solution oversees the documents (office memo) that are to be sent to external entities together with the attachment of relevant documents, management of mails received from external entities and also the response to those mails, integration of incoming mails within the system (inward memo) with all the knowledge, management of internal communications within the office and also the automation of the document approval process during the movement of the document through different stages. The answer also incorporates a provision for inter-department confidentiality by creating separate archives for the departments, and only the Director would have access to all or any archives together. During a case where a document isn't confidential, the user can put it aside within the general folder, providing open access.