DingTalk/Enterprise WeChat + Jiandao Cloud, customized and built enterprise-specific document collection management platform

Based on DingTalk/Enterprise Momo Jiandao Cloud, the company has customized and built its own dedicated document collection management platform. In addition to meeting diversified work scenarios, it also improves the collaboration efficiency among company employees. Android Linux makes it much easier to discuss workflows and notify related matters.

1. Introduction to the background of the case company

The protagonist of this case comes from a private expressway unit in Shandong. The main business includes investment, construction, operation, maintenance, management, rescue and clearing, cleaning and toll services of ordinary roads, tunnels, and bridges; cargo warehousing (except for physical hazards) products); foreign land cargo transportation agency.

2. What customers say

"Our unit has many levels of organizational structure. In the unit, after a document is received from the office, it is like walking through a maze. The process is very complicated. From the chief supervisor, general director, deputy general director, secretary, chief engineer to human resources There are nearly 10 departments including the Department, Planning and Finance Department, Discipline Inspection and Supervision Office, and more than 10 headquarters under the unit, including the main channel headquarters, maintenance management center, and bridge management office. The circulation path of each document is not fixed. How to efficiently manage the collection of documents and further improve collaboration efficiency is a work challenge that our unit needs to solve in the short term."

3. Use comparison

1. Before use

The paper delivery process is complicated, timeliness is poor, and work lags behind

Before using the system built through Jiandao Cloud, our collection management was particularly messy, slow, and limited.

Whether it is the headquarters or various headquarters, after receiving the official documents, they will copy the paper documents in batches and send them out by a dedicated person, or they will find all the contact information, sit in front of the laptop and start sending text messages in batchesOfficial Document Circulation System Open sourceOpen document circulation system, even need to call again to confirm one by one. It often happens that the person in charge is not in the office, is on a business trip, or the phone is always unreachable, which can easily lead to delays in issuing notifications and delays in work.

Low compliance with finished software management

We have also tried other systems, but they can only be used on laptops, which cannot meet our urgent Unicom office needs. We have inspected some of the current APPs and found that most of the processes are fixed and match the actual management processes of our unit. It was very low, so I discarded them all.

2. After use

Use Jiandao Cloud to realize process customization and fully meet actual management needs

(1) Free, flexible and rapid flow between headquarters flow and grassroots flow

Headquarters stream:

Figure 1. Schematic diagram of internal circulation

Figure 2. Document collection flow chart implemented by Jiandao Cloud backend

After receiving the official document, the office receiving staff directly initiates the process on the DingTalk workbench and selects the type of official document circulation and the person to whom it will be transferred. The process is then submitted to the office section chief according to the set direction. The office section chief reviews the changes. , manually transfer to the designated department or person in charge, everyone can receive DingTalk official document reminders in real time, and the whole process only takes 3-5 minutes to complete.

Transfer type:

Figure 3. Screenshot of quick operation and reminder interface on mobile phone

Grassroots flow:

After each grassroots unit receives the official document, the office receiving personnel initiates the process, selects whether the source of the document is to be received by the headquarters or independently, chooses to enter the sending unit and other information, and submits it to the office team leader. After receiving the reminder, the team leader chooses to transfer it When working with leaders, they can simultaneously send copies to key persons in charge to ensure the timeliness of official document delivery. The unit leader can choose which department leader or specific person in charge to send it to. He can also initiate a secondary review and approval and designate other unit leaders to review it again, and then transfer it to the designated department leader. After department leaders receive it, they can freely choose to transfer it to a specific person in charge or end the process directly. The process flow is particularly flexible.

Figure 4. Interface display of free circulation of official documents

(2) Process custom copy

The entire document collection process is designed on demand to meet the needs of paper retention.

Figure 5. Customize copy template settings as needed to meet archiving requirements

(3) Manually leave traces of transfer records in Red Hat Linux, and control them in real time.

Figure 6. Conveniently search via mobile phone

For more sharing of Jiandao Cloud’s customized example scenarios, please continue to pay attention. You can also search DingTalk group number: 11770207 for communication and knowledge sharing. Remember to like and leave a comment!

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