SmartDiarium is a modern and flexible task management system for the public sector and others who use diary management. Just like a task management system, a task usually starts by the arrival of a letter, e-mail or when the customer fills in a web form on the website. The emails and web forms can be imported into SmartDiarium automatically, while incoming documents may be scanned in the registry. The registrar can then tag all tasks and documents with correct basic information and notify designated task administrators. All the information available helps the administrator to make the right decision and to do things in the right order. To include as much information as possible and to match incoming documents with open tasks speeds up the process and improves customer experience.
SmartDiarium facilitates the completion of tasks by sending e-mails directly from the system with the diary number in the subject field. A copy of all e-mails sent is saved under each task, which means that there is documentation of what has been done. When the recipient responds to the email, it automatically enters the existing task and the administrator can see that the task has been updated.
Our SmartDiarium solution is a complete digital task management system where tasks can be generated via scanned documents, e-mails, web forms or created directly in the system for example by logging an incoming phone call. SmartDiarium has all the functionality to follow a task from start to finish:
- Automatic handling of incoming tasks:
- Physical documents are scanned, classified, interpreted and imported
- Web forms are classified and imported
- Emails are imported via Exchange integration
- Notification button for the registrar to inform the administrator that there is a task to be handled
- New tasks can also be posted directly in the system, for example tasks that come in via phone or tasks that are transferred from personal e-mail
- Full free text search makes it easy to find documents related to a person or a task
- There is color coding related to task status and the opportunity to make notes both related to the task and to each document belonging to the task. The notes are also searchable thru the search function.
- Access and rights management so that each department or administrator can only access and handle tasks assigned to them
- If you handle personal data, SmartDiarium can help you follow GDPR when it comes to find, provide and delete information (right to be forgotten) and to follow up on incidents.
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