26 Nov
Introduce Ownership concept on correspondences
To make sure all correspondences are being followed-up in the correct manner, Correspondence ownership concept was introducing; as upon correspondence creation, the owner will be specified by the system automatically
Strong enablement for deadlines and their associated reminders on both correspondences and actions
We believe that reminder tools for managers and users are one of the most important tools that computer technologies enabled us with through our expertise in correspondence and workflow systems. The correspondence can be defined as a set of Individual Actions (IAs) that the correspondence passes in before it is considered saved and competed. To help illustrate the concepts in this document, we created the below diagram showing a correspondence case that is owned by one person (ex: Khaled Al-Ali). This correspondence went through four actions (in sequence) before it has been closed successfully. We named each individual action “IA-1” to “IA 4” respectively. Each has a different owner, and its own deadline and set of reminders, as illustrated below:
To track and control correspondence Individual Actions, Deadlines are assigned on the correspondence level as well as the IA level.
Deadlines on correspondence’s level reflect the maximum allowed time to finalize all actions associated with the correspondence before it is considered “Late”, any action on the correspondence maybe considered late on its own, as each action has its associated deadline.
Delegation
berry® facilitates the process of delegation; this enables an individual to assign work relating to a certain department to another individual or simply assigning all of his work to another individual for a period of time during leave of absence.
Smart and variable formula for emails and SMSs sending times
While other competing systems merely sends, notifications based on rigid rules using email, our system sends more flexible emails and SMS to the owner of the correspondence and all concerned parties and informing them about exceeding the deadline, these notifications also work in parallel with allowed timeline to finish the assignment, please refer to the following table for more details.
This will enable the owner to forward the correspondence to another user or extend the correspondence deadline based on what he finds suitable
Task duration | Automatic reminders | Late Correspondences |
E-mail/SMS | E-mail/SMS | |
More than 8 weeks | 3 weeks before deadline | One day after |
8 weeks or less | 2 weeks before deadline | |
3 weeks or less | 1 week before deadline | |
2 weeks or less | 1 week before deadline | |
1 week or less | 3 days before deadline | |
3 days or less | 2 days before deadline | |
2 days | 1 day before deadline | |
1 day or less | Same day* |
In addition to introducing escalation sequence for lateness cases which match with the best practices in correspondences and workflow well-known systems