2. mail-room-workflow.pdf

Alfresco 4.2.2 Training

Mail-Room Workflow

Fabian Fritz

Jeddah, February 2015

Mailroom workflow

Mailroom workflow reporting

1Mailroom Workflow

Overview

Mailroom Operators

Review

DepmtSPOC

Review

DepmtDirector Review

DepmtManagrReview

Task execution and Filing

New correspondence arrived and scanned in Mailroom

Document is filed at the final location within a Site in Alfresco

Full workflow chart

Mail Room Operators

DepmtSPOC

Review

Mailroom Operators

Review

DepmtDirector Review

DepmtManagrReview

Task execution and Filing

Mail Room Operators – New Scanned File

Mail Room Operators – Failed Correspondence

Mail Room Operators – Task Claiming

Mail Room Operators – Task Claimed

Mail Room Operators – Choosing Department

Mail Room Operators – Metadata

Mail Room Operators – Metadata

Department SPOC Review

Mailroom Operators

Review

DepmtDirector Review

DepmtSPOC

Review

DepmtManagrReview

Task execution and Filing

Department SPOC

Department SPOC – Claiming Task

Department SPOC – Analysing Who Gets the Document

Department SPOC – Request the Physical Document

You can request the physicaldocument just ONE time

Department SPOC – Metadata Information

Department SPOC – Physical Document Requested

Department SPOC Review

Mailroom Operators

Review

DepmtSPOC

Review

DepmtManagrReview

Task execution and Filing

DepmtDirector Review

Department SPOC – Important Metadata

Department SPOC – Decision Who get next the Document

Department Manager Review

DepmtSPOC

Review

Mailroom Operators

Review

DepmtDirector Review

Task execution and Filing

DepmtManagrReview

Department Manager gets the next task

Department Manager – Claiming Task

Department Manager can always release the task to the pool

of managers

Department Manager should comment the task

The manager will assign the task torecipient

Department Manager must select a recipient

Recipient Review and Filing

DepmtSPOC

Review

Mailroom Operators

Review

DepmtDirector Review

DepmtManagrReview

Task execution and Filing

Department Recipient

Department Recipient

Department Recipient

Department Recipient can close the task

Department Recipient – where to store the document?

Department Recipient selects the storage place

Department Recipient

Department Recipient

Document was moved, workflow is finished

2Mailroom Workflow Reporting

Workflow Reporting – Adding the Dashlet

Workflow Reporting - Dashlet

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Filters: allow the user to filter the results displayed below

Results list; items can be sorted by clicking the respective header

Button to switch between dashlet and page (page allows more spacefor the results

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Workflow Reporting – Hijri/ Gregorian Date

Display Gregorian Mail Date

Display Hijri Mail Date

Workflow Reporting – Using filters

Filter by subject

Filter by Task type

Filter by time range referring to Mail Date

Workflow Reporting – Using filters

Filter by Mail type

Filter by Department

Filter by Status of workflow (active/ complete)

Workflow Reporting – Switch between Dashlet and Page

Workflow Reporting – Page

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Filters: allow the user to filter the results displayed below

Results list; items can be sorted by clicking the respective header

Workflow task actions: Preview attachment, Download attachment, Show Workflow history

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Workflow Reporting – Show workflow history

Westernacher Products & Services AG

Königstraße 26

70173 Stuttgart

Telefon: 07 11/72 25 95 – 0

Fax: 07 11/72 25 95 – 99

E-Mail: alfresco@westernacher.com

Thanks for your attention