Integration with the e-Delivery service

Automated receipt and dispatch of electronic correspondence

The native integration of ChiliONE with the public e-Delivery service automates correspondence exchange with external parties. The system automatically retrieves incoming letters, registers them in internal logs, and routes them to the appropriate people in the workflow. A built-in Electronic Address Directory (BAE) lookup and support for multiple dispatch methods (PURDE, PUH) automate the sending of outgoing correspondence. The integration ensures compliance with legal requirements for electronic delivery and guarantees the legal validity of document delivery.

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incoming correspondence

Handling incoming correspondence

Step 1

Automatic retrieval of letters

ChiliONE retrieves incoming letters from the e-Delivery service together with their attachments and data that uniquely identifies each piece of correspondence. Documents are automatically registered in the electronic registry, and the system acknowledges receipt in accordance with legal requirements. Each letter receives a unique registration number and is ready for further internal processing.

Step 2

Approval workflows


Registered letters go through a dispatch process to the relevant organisational units and responsible individuals. The system supports automatic workflow routing based on document parameters, as well as manual dispatch as an alternative. Letters can be reviewed and approved by multiple people, either in parallel or sequentially.
Step 3

Case management


Letters are handled within active cases, with a full audit trail of all actions taken and access control at appropriate levels. The system monitors deadlines related to document and case handling. Replies to letters go through the required approvals and signatures.
Step 4

Archiving

Once a case is closed, the letter along with all related correspondence and documentation is automatically archived in accordance with registry procedures and legal requirements. The complete case history remains accessible to authorised users.
Outgoing correspondence

Handling outgoing correspondence

Step 1

Drafting a letter


Outgoing letters are created directly in ChiliONE using templates and standard forms. The system allows searching for and automatically verifying recipients in the Electronic Address Directory (BAE).

Step 2

Approvals
and signatures

Drafted letters go through an approval workflow and are electronically signed by authorised individuals. The system supports qualified electronic signatures and the Trusted Profile.
Step 3

Automated dispatch

Once all required approvals and signatures have been obtained, the system automatically sends the letter via the e-Delivery service to the recipient using the selected method (PURDE, PUH). The system logs the dispatch confirmation and monitors delivery status, notifying on receipt and recording confirmations.

Receive and send
e-Delivery

With the ChiliONE integration with e-Delivery, you manage all electronic correspondence in one central system. You send and receive letters to and from authorities, institutions, and contractors faster, securely, and in full compliance with applicable regulations.

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receive and send e-Delivery

Benefits of e-Delivery integration

A single hub for electronic correspondence

Incoming letters from e-Delivery are automatically routed for internal processing, and replies are sent via the same channel without the need to log in to external platforms.

A full end-to-end handling path – from receipt to reply

Every letter follows an assigned process: dispatch, review, approval, and sending a reply. You gain full control and transparency over every action.

Legal compliance

Full compliance with the Electronic Delivery Act in force since 2024. The integration automatically archives official dispatch and receipt confirmations. You always have access to reliable proof in the event of an audit.

Security and delivery assurance

Every letter includes a timestamped dispatch and receipt confirmation, constituting proof of delivery equivalent to a registered letter.

Cost savings

Even with a very basic cost comparison (paper, envelopes, and stamps only, excluding staff handling costs), the cost difference is in the range of 50–60% in favour of electronic delivery.

Scalability and readiness for mandatory digitalisation

The solution scales to handle growing volumes of e-Delivery correspondence, ensuring that any institution adopting it is prepared for regulatory changes without expanding its team.

Selected case studies

Frequently asked questions

Yes. The system retrieves all letters addressed to your e-Delivery address. This includes both official correspondence from public authorities and business correspondence from contractors with e-Delivery addresses. If the e-Delivery service is temporarily unavailable, the system automatically retrieves pending letters once the connection is restored.

The system includes retry and queuing mechanisms – if an attempt to retrieve or send a letter fails (e.g. due to a temporary e-Delivery service outage), the operation is automatically retried. The system logs and alerts on such events, enabling a rapid response.

The system supports all delivery methods provided for by law: PURDE (public registered electronic delivery service), PUH (public hybrid service) enabling electronic dispatch with an option for physical delivery where no electronic address is registered, and standard electronic deliveries.

The system includes a built-in search function in the Electronic Address Directory (BAE) maintained by the Ministry of Digitalisation. Simply enter the recipient’s name or NIP number and the system will automatically find their e-Delivery address. If the recipient has no registered address in the BAE, the system enables sending via PUH or alternative communication channels (e-mail, traditional post).

No. The system lets you choose the dispatch channel for each letter – e-Delivery, e-mail, or traditional post.

Yes. e-Delivery replaces ePUAP as the primary electronic communication channel in public administration. ePUAP is being phased out, and from 2025/2026 all public entities are required to use e-Delivery. Integrating with e-Delivery prepares your organisation for this obligation and ensures legal compliance.

An EZD system (Electronic Document Management) provides letter and correspondence registration, internal case handling, and archiving in line with registry procedures. A workflow platform goes far beyond EZD functionality: it offers configurable, advanced document workflows (invoices, contracts, orders), ready-made integrations with financial, accounting, and HR/payroll systems, business process automation, and low-code tools for designing your own processes. A workflow platform is a comprehensive solution combining EZD functionality with business process automation and full IT ecosystem integration.

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Book a system demo

Want to see how correspondence automation with e-Delivery works in practice? Book a 60-minute demo with a walkthrough of the integration tailored to your organisation’s specifics.

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