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Copyright© 2011 CNS-PRIMUS. This document is part of CNS-PRIMUS property, and shall not be reproduced or transmitted in any form, or by any mean, without a written permission from CNS-PRIMUS. All rights reserved.
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Copyright© 2011 CNS-PRIMUS. This document is part of CNS-PRIMUS property, and shall not be reproduced or transmitted in any form, or by any mean, without a written permission from CNS-PRIMUS. All rights reserved.
E-DIWAN PRODUCT DESCRIPTION
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Copyright© 2011 CNS-PRIMUS. This document is part of CNS-PRIMUS property, and shall not be reproduced or transmitted in any form, or by any mean, without a written permission from CNS-PRIMUS. All rights reserved.
Table of Contents
TABLE OF CONTENTS ........................................................................................................................................................... 4
SECTION 1: INTRODUCTION ...................................................................................................................................... 5
SECTION 2: WORKFLOW OVERVIEW ......................................................................................................................... 6
SECTION 3: CORE MODULES ..................................................................................................................................... 7
SECTION 3.1: DIWAN (CORRESPONDENCE MANAGEMENT) ...................................................................................................... 7
Section 3.1.1: Inbox ......................................................................................................................................................... 7
Section 3.1.2: Draft Box ................................................................................................................................................... 8
Section 3.1.3: Outbox ...................................................................................................................................................... 8
Section 3.1.4: Notifications (Read Receipts) .................................................................................................................... 8
SECTION 3.2: SMART SEARCH ............................................................................................................................................. 8
SECTION 3.3: REMINDERS .................................................................................................................................................. 8
Section 3.3.1: To Do ......................................................................................................................................................... 9
Section 3.3.2: To Follow-Up ............................................................................................................................................. 9
SECTION 3.4: SIGN SHEET .................................................................................................................................................. 9
SECTION 3.5: SYSTEM ADMINISTRATION ............................................................................................................................. 10
SECTION 4: SYSTEM SECURITY .................................................................................................................................11
SECTION 4.1: USER GROUPS AND GROUP PERMISSIONS ........................................................................................................ 11
SECTION 4.2: USERS ....................................................................................................................................................... 13
SECTION 5: CONCEPTUAL SOLUTION ARCHITECTURE ..............................................................................................15
SECTION 5.1: USER INTERFACE TIER COMPONENTS ............................................................................................................... 15
SECTION 5.2: MIDDLE TIER COMPONENTS .......................................................................................................................... 15
SECTION 5.3: DATA TIER COMPONENTS.............................................................................................................................. 15
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Copyright© 2011 CNS-PRIMUS. This document is part of CNS-PRIMUS property, and shall not be reproduced or transmitted in any form, or by any mean, without a written permission from CNS-PRIMUS. All rights reserved.
Section 1: Introduction E-Diwan is a comprehensive, web-based platform which was designed for managing correspondences for an
organization. It starts by generating correspondence numbers, and then forwarding the intended
correspondence to the pre-defined routes, and finally alerts the intended users of their duties based on the
correspondences. E-Diwan provides a user friendly, advanced search service through which the user can easily
find what he or she is looking for by entering the desired search criteria.
The system is composed of the following modules:
E-Diwan
CorrespondenceManagement
(DIWAN)
Smart Search
RemindersSign Sheet
Administration
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Section 2: Workflow Overview
E-Diwan follows a distinctive and efficient workflow in order to properly manage an organization’s
correspondences. First of all, the E-Diwan officer will enter the correspondence information and forward it to
the intended users. These intended users are predefined by the system administrators as being responsible for
handling such type of correspondences. E-Diwan enables the system administrators to predefine
correspondence routes which represent the users that are responsible for handling correspondences with a
specific type. E-Diwan users can review the correspondence by checking their inbox, as well as add comments or
attachments, do any actions requested from their end, and then forward the correspondence to an intended
party or end the cycle by sending it to the archive. The following diagram demonstrates the workflow for an E-
Diwan user.
Check Inbox
Do Actions
Add Comments and Notes
Add and Scan Attachments
Add/Modify Routes
Forward or Archive
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Section 3: Core Modules
Section 3.1: Diwan (Correspondence Management)
The Diwan module manages creating a correspondence, generating a correspondence number,
scanning, saving and then submitting it or sending it to the archive.
When sending a correspondence, the system will automatically save one copy in the user’s Outbox, and
another copy will exist in each recipient’s Inbox, whereas saving it will save a copy in the Draft box
Section 3.1.1: Inbox
This sub-module contains all correspondences received by a user. A user can check the received
correspondences and implement the requested action according to the identified route type (For
Review, Take Action, Follow-up, Study, etc.)
Create Correspondence Basic Info
Generate Correspondence Number
Scan
Fill Correspondence Data
Save / Send / Archive
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Section 3.1.2: Draft Box
This sub-module contains all saved correspondences which are created by the user but have not been
sent yet. A user can send them later on, or archive them after completing filling in the correspondence
information.
Section 3.1.3: Outbox
This sub-module contains all correspondences created and sent by the user with the ability of filtering
them as the user desires.
Section 3.1.4: Notifications (Read Receipts)
This module displays a list of all the users to which correspondences have been sent. In addition to
details such as the date, time, subject and original number, the list displays the status of the mail. The
status will enable the sender to see if the mail he has sent has been read by the receiver or not yet.
Section 3.2: Smart Search
This module displays to the user an Advanced Search screen, which allows the user to search among all
correspondences which exist in his mailbox, whether in the Inbox, Outbox, and/or Draft-box. . It also
enables the user to search for any/all correspondences for which the intended user has permission to
read, even if these correspondences were not sent directly to him.
Section 3.3: Reminders
E-Diwan enables users to set reminders for themselves and to recipients of correspondences for the
purpose of following up on a task or action assigned. The sender can set a reminder for himself to follow
up with the recipient on the status of the correspondence he has sent, and can set a reminder for the
recipient to remind him/her of the intended action the correspondence was regarding.
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Section 3.3.1: To Do
To-Do Reminders are the reminders that are displayed to a recipient which are set originally by the
sender. These are used to remind the recipient to do an action or a task requested by the sender.
Section 3.3.2: To Follow-Up
To-Follow-Up Reminders are those reminders set by the sender for himself to remind himself to follow
up on a correspondence sent by him to one or many recipients.
Section 3.4: Sign Sheet
E-Diwan enables users to follow-up on outgoing correspondences via the Sign-Sheet module. It provides the
user the ability to search for all the outgoing correspondences on a given date. The user can enter the intended
date, and a list of all the outgoing correspondences on that date will be displayed. To confirm delivery of an
intended correspondence, the user can check the provided check box “Delivered”, and enter the name of the
person who received the correspondence in person, as well as the date in which it was received. For the user’s
convenience, the user is able to scan the signed sheet (signed by the recipient) by the available scanning service
and attach it.
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Section 3.5: System Administration
E-Diwan enables the system administrator to configure the list boxes and the system parameters in the
System Administration module. The following list boxes are configurable in E-Diwan:
Correspondence Types
Correspondence Sub-Types
External Parties
Route Types/Actions
Repository - Cabinets
Repository - Folders
Repository - Shelves
Mail Types
Moreover, the Administrator can configure some other items, such as the format of a correspondence
number.
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Section 4: System Security This module enables the system administrator to define and manage the user groups and users of the system.
Users are imported from windows user list (Active Directory) into E-Diwan. High levels of security are
maintained in E-Diwan because it can be managed at both a group level as well as a user level.
Section 4.1: User Groups and Group Permissions
E-Diwan enables the system administrator to define different groups of users as well as a Default Group to
which he can assign permissions. Any newly added group will automatically inherit/copy permissions from the
default group for the administrator’s convenience. The administrator can adjust any permissions for the new
group as intended, or leave as is with the default group’s permissions granted. Changing the permissions of the
Default Group will not affect the inherited groups; nevertheless it will affect groups being added from this point
on.
The following screen shows how an admin can adjust the permissions of a group. On changing the permission of
a group, the admin can choose to overwrite permissions of all users under that group, and can choose to copy
the permissions of that group to the default group.
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Copyright© 2011 CNS-PRIMUS. This document is part of CNS-PRIMUS property, and shall not be reproduced or transmitted in any form, or by any mean, without a written permission from CNS-PRIMUS. All rights reserved.
Section 4.2: Users
System administrator can import users from the active directory (users defined in windows domain) and then
assign these users to user groups. A newly added user will automatically be granted the same permissions
granted to the chosen group. System administrators can later change the permissions of each user without
affecting the permission of any other users in the same group, and without affecting the permission of the user
group itself.
The following screen shows how an admin can adjust the permissions of a User. Upon changing the permission
of a user, the admin can choose to copy the permissions of that user on to the permissions of the group without
affecting the existing permissions of the other users of that same group; this will however affect the users that
are going to be added to the group from this point on.
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Copyright© 2011 CNS-PRIMUS. This document is part of CNS-PRIMUS property, and shall not be reproduced or transmitted in any form, or by any mean, without a written permission from CNS-PRIMUS. All rights reserved.
Section 5: Conceptual Solution Architecture This section provides a high-level diagram of the solution architecture.
Section 5.1: User Interface Tier Components
These components will contain all the modules that comprise the user interface for the E-Diwan system.
Section 5.2: Middle Tier Components
This layer will expose the Middle Tier functions as consumable web services based on the SOAP protocol over an
HTTP / HTTPs channel.
Section 5.3: Data Tier Components
This tier will host all the database instances which will provide persistence for E-Diwan application data.