University of Life Sciences in Lublin. Full integration of the government module for handling correspondence with public institutions into the workflow system.

The Challenge

As a public institution, the university needed to comply with the Electronic Service of Documents Act. The main issue was fragmented correspondence handling caused by the need to log into an external government platform, which pulled staff away from the internal document management system. There were also practical challenges around tracking official confirmations of receipt and dispatch, which had to be handled manually. On top of that, high-volume correspondence generated significant costs for paper, envelopes, and postal services.

The Solution

n cooperation with WebChili, the CHILIONE platform was integrated with the national e-Delivery system. A dedicated integration module was introduced to automate communication with external entities. A direct communication bridge was established between the Electronic Document Management System and the e-Delivery service (supporting PURDE and PUH standards). This enabled a fully unified process where the entire correspondence lifecycle is handled within a single environment from receiving documents, through assignment and internal review, to signing and sending responses using a qualified electronic signature.

The Results

Official correspondence is now fully automated. The entire document lifecycle from incoming messages in the e-Delivery system to outgoing responses is processed within a single, integrated environment. Manual transfer of documents between the e-Delivery platform and the Electronic Document Management System has been eliminated. The solution also ensures full compliance with applicable legal requirements without increasing administrative workload.

Key Benefits: