Prepare case files for the back office
ActaFlow gathers customer data, the chosen offer and documents into a summary. The back office sees what's ready and what's missing.
The request
Prepare the case summary for the back office with confirmed data, missing documents and colleagues' tasks.
ActaFlow organises the steps of the request. Add the documents and check the data before using the result.
The workflow steps
- Upload request and documentsThe broker indicates the chosen offer, uploads the attachments and selects the colleagues involved.
- Assign checksActaFlow suggests who gathers the data, who checks the documents and who reviews the case.
- Gather data and documentsColleagues complete the assigned tasks and confirm the work done.
- Check the caseThe contact person verifies customer data, the chosen offer and any documents still missing.Manager check
- Prepare the summary for the back officeActaFlow shares the summary and documents with authorised colleagues after confirmation.
Data and attachments in a single summary
The back office finds the chosen offer, customer data and references to the shared documents.
One colleague for each check
The plan indicates who collects the data, who checks the attachments and who approves the handover.
List of what's missing
The summary distinguishes between documents received and data and attachments still to be requested.
How you set up the automation
ActaFlow suggests who gathers the data, who checks the documents and who reviews the case. The contact person verifies customer data, the chosen offer and any documents still missing.
What you need
- Customer request and case documents
- Back office checklist
- Assigned colleagues and review contact
Upload request and documents
The broker indicates the chosen offer, uploads the attachments and selects the colleagues involved.
Assign checks
ActaFlow suggests who gathers the data, who checks the documents and who reviews the case.
Gather data and documents
Colleagues complete the assigned tasks and confirm the work done.
Check the case
The contact person verifies customer data, the chosen offer and any documents still missing.
Prepare the summary for the back office
ActaFlow shares the summary and documents with authorised colleagues after confirmation.
Describe the work. AI helps you prepare your workflow.
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Frequently asked questions
Can colleagues work in parallel?
Yes. You can assign data collection and attachment checks to different colleagues. The plan indicates which tasks can start immediately and which need to wait for a result.
Who can see the case documents?
Colleagues with the access set up for those documents. Before sharing the summary, configure the permissions for the people involved.
What can I include in the case summary?
Customer data, chosen offer, available documents, missing attachments and colleagues' tasks. The back office checklist defines which information to collect and verify.
Is the summary sent to the supplier's portal?
This example prepares the internal handover to the team. Uploading the case to the supplier's portal remains a separate activity.
Prepare the next case for the back office
Describe your checklist. ActaFlow prepares the tasks and the summary for the contact person to verify.