Administration workflow

With Floway you can build administration workflows of any length and difficulty. Loops, a conditional divergence of processes, custom notifications – it’s all here. Automate your administration procedures and save time.

Incoming correspondence

Area

Documents

Innovation

Get task done

Final state

Correspondence received
Correspondence received by manager
Correspondence sent back

Assumptions

Correspondence is digitalized, if possible
Correspondence if not digitalized needs to be picked up at the Registry Office (part of the Administration Office)
Correspondence may be marked as received by the receiver-manager

Description: The process helps manage the company’s incoming correspondence – paper, electronic correspondence, and packages. The process assumes that Registry Office is a part of the Administration Department and there is a single point of registration for every incoming correspondence. Administration digitalizes correspondence if needed and enters the basic data regarding correspondence into the system. The recipient of the correspondence is informed and should confirm receiving digital correspondence or pick the package up if needed before confirmation. If the recipient is absent or cannot receive correspondence, then the recipient’s manager may receive correspondence on the recipient’s behalf. Correspondence marked as private or confidential by Registry Office is not being scanned and should be picked up by the recipient at the Registry Office.

Roles engaged: Administration Department, Recipient, Recipient’s Manager

Common adjustments (configuration):

Changing the responsibility to mark correspondence as delivered from the recipient to the Administration Department (depending on the culture of the organization),
Adding the possibility of redirecting the correspondence by the recipient (templates assume that correspondence can be redirected only by administration),

Outgoing Correspondence

Area

Documents

Innovation

Get task done

Final state

Correspondence Sent

Assumptions

Effortless process allowing to register outgoing correspondence to keep track of it
The Administration Department is responsible for physically sending correspondence

Description: The process helps to track the state of outgoing correspondence. Every correspondence should be registered in the system before delivering it to the Administration office (or correspondence is attached to the registration form if it needs to be printed by the administration unit). The official digital correspondence might also be tracked by this process. After registration and delivery of a physical copy of the correspondence to the administration unit, the correspondence is sent.

Roles engaged: Administration Department, Sender (any employee)

Common adjustments (configuration):

If the organization has some standard process for sending official correspondence (for instance it always needs to be signed by Law Department and Business Department) then it is usually connected with the outgoing correspondence process.
Digitally signed documents may be tracked by this process or a copy of the process with adjustments for digital correspondence only may be created.