Mailboxes

This extension is an effective tool that automates the import and management of e-mail correspondence directly in the system. It allows the mass downloading of messages and attachments, eliminating the need to manually send information and speeding up the circulation process.

Key expansion opportunities:

Filtering and routing rules-Administrators can set rules that route emails to the appropriate folders or processes based on sender, subject or keywords. This automatic sorting makes it easier to prepare correspondence for further processing.
Automatic import of e-mails and attachments– The module can scan dedicated e-mail boxes – e.g. secretarial or customer service – downloading messages with attachments directly into the system. The import takes place cyclically and allows correspondence to be quickly entered into the workflow.
Support for multiple mailboxes and separation into channels– It is possible to configure different email boxes for different workflows – e.g. e-Secretarial, complaints handling or e-Procurement. This ensures that each message goes to the correct process or department without the need for manual segregation.
Integration with workflow and registers – Imported e-mails can be immediately assigned to a workflow – e.g. start processes, assign office numbers or link to a previously assigned case. This eliminates manual data entry and reduces response times.
Secure storage and tracking– Messages with attachments are stored in a secure document repository, with a full metadata record and access history. This ensures transparency, auditing and compliance with security policies.