Description
The IT Protocol application allows you to monitor mailboxes so that you can easily import and register them in the documents management ecosystem.
Who can define and manage monitored mailboxes?
Administrators of the application can configure mailboxes to be monitored, but then the management and import of received documentation is an activity dedicated to the members of the UOR that has been identified as Protocol Operating Unit (UOP).
From Management > General configuration, administrators can define the UOP. All its members are automatically enabled to manage the monitored mailboxes from the dedicated interface.
How to manage a monitored mailbox documentation?
From the main dashboard of the application, go to Management > Mailbox management - Inbox (UOP).
Upon access, you will be provided with different functionalities and tabs.
On top you can see 4 different tabs:
- Pending
It contains the list of all messages that have been received but not imported or managed yet - Returned
It lists all the messages that have been imported and registered in the protocol, but that the RPA has "rejected" because of a bad assignment, etc.. - History
It contains all the messages that you have imported and registered in the protocol system - Spam
If you mark a message as spam, it gets archived and moved here
Pending registration
The pending tab shows you a list of all the messages that have been received, but not yet registered in the protocol registration application. The system also automatically informs you if the reception date is earlier than today, as in that case we refer to Deferred protocol.
For each card, you get:
- a summary of the details of the record
- a preview button see the content of the message and eventual attachments
- the process button to proceed with its registration in the system
- the possibility to archive (ignore) or mark the message as spam
Returned documents
When you register a document from the UOP dashboard, you are responsible of the registration of all its details as for a regular protocol registration. In case the RPA wants to return the message (because the assignment is incorrect for example), you will see the message in this tab so that you can correct the assignment and resend it, without assigning a new protocol number.
History & Spam
In these tabs, you see traces of the registered documents and those marked as spam
Register a message into the Protocol management system
Given a message in the pending tab, you can click on the Process button to open the registration interface.
The interface looks exactly the same as the regular protocol registration, but it's characterized by an orange color and some additional features:
- A recap block on top about the received message and sender
- The correspondent block:
- automatically fills-in if there is a match in your registry (address book)
- suggests you possible correspondences
- if no match, it gives you the possibility to create a new external person/structure record in the registry
- If the reception date is older than today, the "Deferred Protocol Detected" block is automatically provided and required
- A pdf of the received email (Email_Body.pdf) is automatically generated and available in the attachments section
- Under responsability, a checkbox "Send Receipt to Sender" allows you to immediately send a receipt of the registration to the sender (unchecked by default)
From this page, you can also mark as spam or ignore and archive the message
