Start: the document arrives
A company receives the document related to the shipment on paper. The receiver records the receipt, the document is scanned and the pages are checked for completeness. The goal is to ensure that the document does not sit in a colleague's mailbox waiting for further processing.
Scanning and paper processing options
Identification: the proposal is checked by a human
Data extracted from text recognition can help identify the partner and the case. The processor checks the proposal. If the reference is incomplete, the document remains pending clarification with a designated person in charge.
Processing: a clear next step
The checked document is sent to the appropriate case and approver. For the participants, the status and the person in charge indicate what is to come. In case of faulty or incomplete documents, the reason for the return should also be part of the case history.
Link to E-route
If the matter is related to transportation, the document must be linked to the corresponding route, waybill or handover event. Common identifiers and data transfer between E-route and document management will be agreed at the time of introduction; they are not the same in all systems.
The role of E-route in the ecosystem of NOPA · Field feedback with Android application
Closing: a matter that can be understood later
When the case is closed, the final document, the versions and the decision history together provide an interpretable picture. The document remains available according to the organization's preservation and access rules. In the case of a later customer question, the case ID helps in retrieval.
What is worth measuring?
The time elapsed from receipt to the order to the person in charge, the proportion of documents returned for clarification and the time taken to retrieve a closed case. The expected improvement can be determined based on initial measurement and testing.
Corporate administration · Digital archive · Frequently asked questions
E-route: from route preparation to completion