Case study
One of our clients approached us with a request to significantly speed up and improve the accuracy of their filingprocesses. The tasks of the filing team need to be better organised, but in a way that they do not hinder eachother’s work, but help each other. In addition, their manager should be kept informed of how many documentsare still waiting to be filed and the performance of each colleague.
Our developers then pointed out that we had previously dealt with order queuing, prioritisation and scheduledfulfilment, and that there were many similarities between the two tasks.
In a short period of time, the idea of the office automation framework was born: tasks are organised into unifiedtask sets, the administrator is given the most useful tools for each task, and management is provided with an overview interface. In this way, the same system can handle most of the filing, decision submissions, paymentorders, complaint handling or other tasks of debt management. From then on, office automation slowly started to spread throughout the Indecs system.
Office automation made simple
The Indecs system is based on Infocis, a previous product of Késmárki Szoftverfejlesztő Kft. and due to thislayering it has adopted certain components. In the Indecs system, these components were used to create the modules, parts of the frameworks. One of these frameworks is the Office automation framework, better known to the company’s customers as the “queue”. The framework offers an innovative solution to increase workflowefficiency.
Task sets for different task types
One of the most important features of the framework is that it allows the definition of unique task types, eachwith its own state-space and actions. This functionality makes the system extremely flexible, allowing users to create and monitor customised workflows, whether they relate to a debt, debtor, collateral or even a legal event. The types of tasks that can be used to customize such workflows are the filing tasks currently used by several of our clients, which appear on filing queues, and outbound call tasks, which appear on call queues. Tasks can be displayed in their assigned task lists, which provide users with a structured overview of the tasks that concernthem.
Customizable actions for tasks
When performing a filing task, the actions assigned to the task type can be used, for example, to display a preview of the document to be filed, select the target objects, while when performing an outgoing call task, a data sheet containing information about the owner of the phone number to be called can be opened, as well as the action to initiate the call itself.
Administration of task queues
Task list management is divided into two different roles: supervisor and operator. The supervisor role is to administer the list, including adding, modifying and deleting any individual tasks, while operators are the normalusers of the list, who can view and execute the lists or specific tasks assigned to them. This distinction ensuresthat tasks are always managed with the appropriate authorisation for the role.
Support for proposal-approval type processes
The framework also pays particular attention to approval-type tasks, which should also be treated as tasks. Thismeans that approval processes, such as the approval of specific impairments, are an integrated part of the framework, allowing users to manage these processes in a consistent and transparent way. The Office automationframework thus not only automates and simplifies workflows, but also makes decision-making and approvalprocesses significantly more efficient and transparent.