e-Office
It is a digital solution that streamlines and automates document circulation – from registration and assignment to signing and archiving.
What is e-Office?
e-Office is a comprehensive system for the electronic handling of incoming and outgoing correspondence, including complaints and correspondence. The module ensures transparency, security and full control over the document lifecycle, regardless of its form (paper, email or electronic).
Map of incoming correspondence flow:
The individual stages of the process:
1. Document entry into the system
The process begins with registering the document in the system – it can be sent electronically (e.g. via ePUAP, mailboxes) or entered manually based on a paper version. Depending on the channel of receipt, it is possible to use automatic import from network folders or integration with mailboxes, which ensures speed and reliability of data entry into the system.
2. Automatic assignment of a reference number
When a document is received, the system automatically assigns it a unique reference number in accordance with the applicable numbering scheme. This number allows the document to be uniquely identified in the system and its circulation path to be tracked.
3. Registration of a letter
The document is registered in the e-Office. The employee fills in details such as: sender, date of receipt, document title, channel of receipt, form (electronic or paper), as well as other fields required by the organisation. At this stage, it is also possible to assign the document to a category, scan its paper version and add attachments. If errors or omissions are detected, the document may be deleted from the system with appropriate justification.
4. Assigning document classification
After registration is complete, if the document is accepted, the office selects the person who will receive the first decree task. The system supports four decree levels (the number of levels can be changed):
- Director
- Deputy Director
- Manager
- Specialist
The office can send the document directly to any level – e.g. straight to the appropriate employee, if it is known who should deal with the matter. If this is not known, the document is sent to the director by default.
5. The task of the director’s decree
The director receives the document along with the task of authorisation. He or she may:
- Designate another person for approval (e.g. deputy director, manager or employee)
- Return the document to the office if it requires improvement or correction
The system provides complete freedom of redirection at this level.
6. The task of the deputy director’s decree
The deputy director is assigned the task of authorising payments and may:
- Select a manager or relevant employee
- Return the document to the previous approval level
The system limits the suggested paths depending on the level of the person making the decision, but it is possible to assign the decision to any user.
7. Manager’s approval task
The manager receives the task and assigns a specific employee in their department to handle the letter. This is the final level of authorisation – the document cannot be forwarded any further, except to the person responsible for its content.
8. Assignment of a letter to a case by a substantive employee
After receiving a document, the task of the relevant employee is to assign it to the appropriate case in the system. The system provides a search function for cases handled in a given department or by a specific user, enabling quick attachment of the document to the existing context. If there is no relevant case, the employee can create a new case directly from the document. Completing this step ends the routing process.
Additional information and features:
- At each level of document routing, it is possible to return the document to the previous stage – e.g. the director can return the document to the office, the deputy director to the director, etc.
- All document routing operations are recorded in the system and available in the process history.
- The approval process is flexible, allowing levels to be skipped and the document to be forwarded to the most competent person.
- Approval tasks are automatically assigned to users along with system notifications.
Map of outgoing correspondence flow:
The individual stages of the process:
1. Registration of outgoing mail
The process begins with the creation of a new outgoing letter, which can be initiated from a case or directly from an incoming letter. New letters are created based on templates or files prepared by users. After filling in the data and content, the letter is registered in the system and assigned an individual reference number. The user selects a letter template and edits the document directly in the OnlyOffice browser-based editor (interface similar to Microsoft Word). The finished document is saved as a draft. After editing is complete, the initiating user must approve the document. Only after this action is it possible to forward the letter for further approval.
2. The process of approving the created document
Once created, the document is sent for approval in accordance with a predefined approval scheme. Multi-level approval of the document is possible – both by direct superiors and by persons responsible for substantive or formal compliance. If the document is returned for correction, the system allows it to be edited and resubmitted for approval.
3. Signing the created letter
Once approved, the document is sent to the authorised signatory. At this stage, they receive an editable version of the document (e.g. Word) and can make final corrections or comments. Once the content has been approved, a PDF file is generated and the system automatically unlocks the button enabling the document to be signed. The signature can be provided using a qualified signature (e.g. DocuSign, mSzafir) or a personal signature, in accordance with the organisation’s current policy.
4. Specifying the channel for sending the letter
After signing, the document is returned to the initiator for final verification and to indicate the method of delivery. The user can choose the appropriate delivery channel: delivery by traditional mail, via ePUAP, to mailboxes, external systems or as an attachment to an e-mail message.
5. Sending a letter to the designated recipient
The final stage is the physical or electronic dispatch of the letter to the addressee. Thanks to integration with the shipment registration and dispatch record system, it is possible to fully monitor the delivery stage. The document is assigned to the relevant case and archived in the system, together with information about the method and date of dispatch.
Benefits of implementing e-Office:
- Standardisation of correspondence handling processes across the entire organisation – Thanks to a central document management system, all organisational units operate according to the same rules, which increases transparency and standardisation of processes.
- Reduction of the risk of errors and delays thanks to automation and control of the routing process – Automatic transfer of documents according to a predefined route reduces the risk of omitting a stage or a responsible person and shortens response and decision times.
- Full compliance with office and legal procedures – The system supports the organisation in meeting applicable formal and legal requirements by controlling the classification, routing and archiving of documents.
- Easy identification of cases and documents thanks to numbering and assignment to units – Each document receives a unique identifier and is clearly linked to the relevant department, which facilitates quick retrieval and analysis.
- Real-time tracking of circulation history and related documents – Users have access to the full document flow path and can monitor its current status and previous actions, which increases control and transparency of the process.