e-diwan product description - primusprimus.com.jo/portals/_default/skins/business... · section 2:...

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Copyright© 2011 CNS-PRIMUS. This document is part of CNS-PRIMUS property, and shall not be reproduced or transmitted in any form, or by any mean, without a written permission from CNS-PRIMUS. All rights reserved.

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E-DIWAN PRODUCT DESCRIPTION

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Table of Contents

TABLE OF CONTENTS ........................................................................................................................................................... 4

SECTION 1: INTRODUCTION ...................................................................................................................................... 5

SECTION 2: WORKFLOW OVERVIEW ......................................................................................................................... 6

SECTION 3: CORE MODULES ..................................................................................................................................... 7

SECTION 3.1: DIWAN (CORRESPONDENCE MANAGEMENT) ...................................................................................................... 7

Section 3.1.1: Inbox ......................................................................................................................................................... 7

Section 3.1.2: Draft Box ................................................................................................................................................... 8

Section 3.1.3: Outbox ...................................................................................................................................................... 8

Section 3.1.4: Notifications (Read Receipts) .................................................................................................................... 8

SECTION 3.2: SMART SEARCH ............................................................................................................................................. 8

SECTION 3.3: REMINDERS .................................................................................................................................................. 8

Section 3.3.1: To Do ......................................................................................................................................................... 9

Section 3.3.2: To Follow-Up ............................................................................................................................................. 9

SECTION 3.4: SIGN SHEET .................................................................................................................................................. 9

SECTION 3.5: SYSTEM ADMINISTRATION ............................................................................................................................. 10

SECTION 4: SYSTEM SECURITY .................................................................................................................................11

SECTION 4.1: USER GROUPS AND GROUP PERMISSIONS ........................................................................................................ 11

SECTION 4.2: USERS ....................................................................................................................................................... 13

SECTION 5: CONCEPTUAL SOLUTION ARCHITECTURE ..............................................................................................15

SECTION 5.1: USER INTERFACE TIER COMPONENTS ............................................................................................................... 15

SECTION 5.2: MIDDLE TIER COMPONENTS .......................................................................................................................... 15

SECTION 5.3: DATA TIER COMPONENTS.............................................................................................................................. 15

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Section 1: Introduction E-Diwan is a comprehensive, web-based platform which was designed for managing correspondences for an

organization. It starts by generating correspondence numbers, and then forwarding the intended

correspondence to the pre-defined routes, and finally alerts the intended users of their duties based on the

correspondences. E-Diwan provides a user friendly, advanced search service through which the user can easily

find what he or she is looking for by entering the desired search criteria.

The system is composed of the following modules:

E-Diwan

CorrespondenceManagement

(DIWAN)

Smart Search

RemindersSign Sheet

Administration

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Section 2: Workflow Overview

E-Diwan follows a distinctive and efficient workflow in order to properly manage an organization’s

correspondences. First of all, the E-Diwan officer will enter the correspondence information and forward it to

the intended users. These intended users are predefined by the system administrators as being responsible for

handling such type of correspondences. E-Diwan enables the system administrators to predefine

correspondence routes which represent the users that are responsible for handling correspondences with a

specific type. E-Diwan users can review the correspondence by checking their inbox, as well as add comments or

attachments, do any actions requested from their end, and then forward the correspondence to an intended

party or end the cycle by sending it to the archive. The following diagram demonstrates the workflow for an E-

Diwan user.

Check Inbox

Do Actions

Add Comments and Notes

Add and Scan Attachments

Add/Modify Routes

Forward or Archive

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Section 3: Core Modules

Section 3.1: Diwan (Correspondence Management)

The Diwan module manages creating a correspondence, generating a correspondence number,

scanning, saving and then submitting it or sending it to the archive.

When sending a correspondence, the system will automatically save one copy in the user’s Outbox, and

another copy will exist in each recipient’s Inbox, whereas saving it will save a copy in the Draft box

Section 3.1.1: Inbox

This sub-module contains all correspondences received by a user. A user can check the received

correspondences and implement the requested action according to the identified route type (For

Review, Take Action, Follow-up, Study, etc.)

Create Correspondence Basic Info

Generate Correspondence Number

Scan

Fill Correspondence Data

Save / Send / Archive

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Section 3.1.2: Draft Box

This sub-module contains all saved correspondences which are created by the user but have not been

sent yet. A user can send them later on, or archive them after completing filling in the correspondence

information.

Section 3.1.3: Outbox

This sub-module contains all correspondences created and sent by the user with the ability of filtering

them as the user desires.

Section 3.1.4: Notifications (Read Receipts)

This module displays a list of all the users to which correspondences have been sent. In addition to

details such as the date, time, subject and original number, the list displays the status of the mail. The

status will enable the sender to see if the mail he has sent has been read by the receiver or not yet.

Section 3.2: Smart Search

This module displays to the user an Advanced Search screen, which allows the user to search among all

correspondences which exist in his mailbox, whether in the Inbox, Outbox, and/or Draft-box. . It also

enables the user to search for any/all correspondences for which the intended user has permission to

read, even if these correspondences were not sent directly to him.

Section 3.3: Reminders

E-Diwan enables users to set reminders for themselves and to recipients of correspondences for the

purpose of following up on a task or action assigned. The sender can set a reminder for himself to follow

up with the recipient on the status of the correspondence he has sent, and can set a reminder for the

recipient to remind him/her of the intended action the correspondence was regarding.

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Section 3.3.1: To Do

To-Do Reminders are the reminders that are displayed to a recipient which are set originally by the

sender. These are used to remind the recipient to do an action or a task requested by the sender.

Section 3.3.2: To Follow-Up

To-Follow-Up Reminders are those reminders set by the sender for himself to remind himself to follow

up on a correspondence sent by him to one or many recipients.

Section 3.4: Sign Sheet

E-Diwan enables users to follow-up on outgoing correspondences via the Sign-Sheet module. It provides the

user the ability to search for all the outgoing correspondences on a given date. The user can enter the intended

date, and a list of all the outgoing correspondences on that date will be displayed. To confirm delivery of an

intended correspondence, the user can check the provided check box “Delivered”, and enter the name of the

person who received the correspondence in person, as well as the date in which it was received. For the user’s

convenience, the user is able to scan the signed sheet (signed by the recipient) by the available scanning service

and attach it.

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Section 3.5: System Administration

E-Diwan enables the system administrator to configure the list boxes and the system parameters in the

System Administration module. The following list boxes are configurable in E-Diwan:

Correspondence Types

Correspondence Sub-Types

External Parties

Route Types/Actions

Repository - Cabinets

Repository - Folders

Repository - Shelves

Mail Types

Moreover, the Administrator can configure some other items, such as the format of a correspondence

number.

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Section 4: System Security This module enables the system administrator to define and manage the user groups and users of the system.

Users are imported from windows user list (Active Directory) into E-Diwan. High levels of security are

maintained in E-Diwan because it can be managed at both a group level as well as a user level.

Section 4.1: User Groups and Group Permissions

E-Diwan enables the system administrator to define different groups of users as well as a Default Group to

which he can assign permissions. Any newly added group will automatically inherit/copy permissions from the

default group for the administrator’s convenience. The administrator can adjust any permissions for the new

group as intended, or leave as is with the default group’s permissions granted. Changing the permissions of the

Default Group will not affect the inherited groups; nevertheless it will affect groups being added from this point

on.

The following screen shows how an admin can adjust the permissions of a group. On changing the permission of

a group, the admin can choose to overwrite permissions of all users under that group, and can choose to copy

the permissions of that group to the default group.

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Section 4.2: Users

System administrator can import users from the active directory (users defined in windows domain) and then

assign these users to user groups. A newly added user will automatically be granted the same permissions

granted to the chosen group. System administrators can later change the permissions of each user without

affecting the permission of any other users in the same group, and without affecting the permission of the user

group itself.

The following screen shows how an admin can adjust the permissions of a User. Upon changing the permission

of a user, the admin can choose to copy the permissions of that user on to the permissions of the group without

affecting the existing permissions of the other users of that same group; this will however affect the users that

are going to be added to the group from this point on.

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Section 5: Conceptual Solution Architecture This section provides a high-level diagram of the solution architecture.

Section 5.1: User Interface Tier Components

These components will contain all the modules that comprise the user interface for the E-Diwan system.

Section 5.2: Middle Tier Components

This layer will expose the Middle Tier functions as consumable web services based on the SOAP protocol over an

HTTP / HTTPs channel.

Section 5.3: Data Tier Components

This tier will host all the database instances which will provide persistence for E-Diwan application data.

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