Alfresco 4.2.

2 Training
Mail-Room Workflow
Fabian Fritz
Jeddah, February 2015

Mailroom workflow

Mailroom workflow reporting

Mailroom Workflow

Overview

New correspondence
arrived and scanned in
Mailroom

Mailroom
Operators
Review

Depmt
SPOC
Review

Depmt
Director
Review

Depmt
Managr
Review

Task
execution
and Filing

Document is filed at the

final location within a Site
in Alfresco

Full workflow chart

Mail Room Operators

Mailroom
Operators
Review

Depmt
SPOC
Review

Depmt
Director
Review

Depmt
Managr
Review

Task
execution
and Filing

Mail Room Operators New Scanned File

Mail Room Operators Failed Correspondence

Mail Room Operators Task Claiming

Mail Room Operators Task Claimed

Mail Room Operators Choosing Department

Mail Room Operators Metadata

Mail Room Operators Metadata

Department SPOC Review

Mailroom
Operators
Review

Depmt
SPOC
Review

Depmt
Director
Review

Depmt
Managr
Review

Task
execution
and Filing

Department SPOC

Department SPOC Claiming Task

Department SPOC Analysing Who Gets the Document

Department SPOC Request the Physical Document

You can request the physical

document just ONE time

Department SPOC Metadata Information

Department SPOC Physical Document Requested

Department SPOC Review

Mailroom
Operators
Review

Depmt
SPOC
Review

Depmt
Director
Review

Depmt
Managr
Review

Task
execution
and Filing

Department SPOC Important Metadata

Department SPOC Decision Who get next the Document

Department Manager Review

Mailroom
Operators
Review

Depmt
SPOC
Review

Depmt
Director
Review

Depmt
Managr
Review

Task
execution
and Filing

Department Manager gets the next task

Department Manager Claiming Task

Department Manager can always release the task to the pool

of managers

Department Manager should comment the task

The manager will

assign the task to
recipient

Department Manager must select a recipient

Recipient Review and Filing

Mailroom
Operators
Review

Depmt
SPOC
Review

Depmt
Director
Review

Depmt
Managr
Review

Task
execution
and Filing

Department Recipient

Department Recipient

Department Recipient

Department Recipient can close the task

Department Recipient where to store the document?

Department Recipient selects the storage place

Department Recipient

Department Recipient

Document was moved, workflow is finished

Mailroom Workflow Reporting

Workflow Reporting Adding the Dashlet

Workflow Reporting - Dashlet

3
1
2

1 Filters: allow the user to filter the results displayed below

2 Results list; items can be sorted by clicking the respective header
3 Button to switch between dashlet and page (page allows more space
for the results

Workflow Reporting Hijri/ Gregorian Date

Display Gregorian Mail Date

Display Hijri Mail Date

Workflow Reporting Using filters

Filter by subject

Filter by Task type

Filter by time range referring to Mail Date

Workflow Reporting Using filters

Filter by Mail type

Filter by Department

Filter by Status of workflow (active/ complete)

Workflow Reporting Switch between Dashlet and Page

Workflow Reporting Page

3
2

1 Filters: allow the user to filter the results displayed below

2 Results list; items can be sorted by clicking the respective header
3 Workflow task actions: Preview attachment, Download attachment,
Show Workflow history

Workflow Reporting Show workflow history

Thanks for your attention

Westernacher Products & Services AG

Knigstrae 26
70173 Stuttgart
Telefon: 07 11/72 25 95 0
Fax:
07 11/72 25 95 99
E-Mail: alfresco@westernacher.com