Capits - Intranet - Internet Data Interchange

The solution for download notification, announcement and issued document from intranet and public on internet OA system.

One company’s OA system (hereinafter referred to as Company A) runs on Intranet, while some of its subsidiaries’ OA system run on Internet, which means the two networks are logically segregated. The subsidiary (hereinafter referred to as Company X), whose OA system runs on Internet, normally designate specific personnel to perform following work each hour:

1. Log into Company A’s OA system which runs on Intranet, and respectively copy the latest official document, notification, public announcement, and news into Word files;

2. Copy these Word files from Intranet to a disk (or a USB flash disk);

3. Copy the Word files from disk (or a USB flash disk) to the computer which is connected with Internet;

4. Release the official document, notification, public announcement, and news into the OA system of Company X one by one;

5. In allusion to official documents, it requires to distribute them to relevant department according to the rule.

Solution

The current working mode not only occupies assigned personnel to exchange data, but also sometimes there is circumstance that significant official document fails to be received and sent to Company X in due course. After business process analysis, we learned that Company A on Intranet is able to send emails to Company X’s Internet mailbox. The RPA solution after analysis is as below:

1. Deploy robot BOT-A in Company A’s Intranet to be in charge of following processes:

a)  Log into OA system every minute, to retrieve official document, notification, public announcement, and news

b)  Save retrieved official document, notification, public announcement, and news in word file

c)  Send the official document, notification, public announcement, and news as attachments to Company X’s Internet mailbox vial email

2. Deploy robot BOT-X in Company X’s Internet to be in charge of the following processes:

a)  Access unread emails in Internet mailbox every minute

b)  Retrieve attachments of the email

c)  Log into Company X’s OA system

d)  Respective release official document, notification, public announcement, and news in accordance with attachment type

Thereinto, with regard to official document, forward official document to relevant department and management per existing rules

Spare a full-time civilian personnel Improve work efficiency. OA data can be sent to person in need in several minutes Improve work quality. Achieve official document distribution per formulated rules, which avoids human errors