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Camel Mail 2.0

University speeds funding process with JobRouter and the JobPDF Module

If one dares to compare the travel time of mail between - let's say Baghdad and Damascus in 1881 - and two people with an email account today, one arrives at the remarkable difference of 14 days. Because back then, camel mail took that long. Astonishingly, the in-house mail systems of large companies and institutions often reach similar delivery times as camel mail or the proverbial snail mail. Shorter throughput-times was just one goal of a renowned university that relies on JobPDF as a modern means of transport.

Eight university departments, more than 15,000 students and around a dozen research institutes:

A university of this size processes, manages and archives an almost unimaginable amount of documents and data. Many administrative processes occur repeatedly, for example applications for third-party funding projects, which are of crucial importance in higher education and research. The application is subject to a multi-stage examination and approval process within the university. For this complex procedure, researchers use guidelines or are supported by special departments.

Automating the external funding application process

Automating the external funding application process

For several years now, the third-party funds process has been managed with the JobRouter® Digital Process Automation platform. Goal: To make the application process faster, secure, more accurate and in the end, successful. The principle is simple: All process steps - both formal and content-related - are  carried out electronically.

Because the system helps to compile and calculate all the data, researchers can concentrate on the project description. Once everything has been checked and approved internally, the JobPDF module compiles the third-party funding application in the standard paper form so that it can be mailed.

Automating human resource processes with JobRouter

Automating human resource processes with JobRouter

Numerous processes in the HR department of the University have also been converted to digital processes with JobRouter. These processes are now more economical, more resource-efficient, faster and, by now, paper-free. The onboarding of new employees is an example. The onboarding document is compiled using JobPDF and sent to the new employee by email. The employee then signs it and sends it back to the college, where it is scanned and archived using its barcode.

JobPDF - A key tool in Digital Process Automation with JobRouter

JobPDF - A key tool in Digital Process Automation with JobRouter

To get back to the animal comparison: JobPDF transports documents and data as reliably over long or short distances through the 'data desert' as a camel carries goods through the Sahara.

Just as camels played a key role in the opening-up of new territories, JobPDF is proving to be a key tool in the digital process automation of business processes. Any number of templates make it possible for the PDF document to end up looking exactly like the paper version - or even better, because it can also be completely customized. For the purely electronic use of PDFs, they can be enriched with moving images, interactive links and navigation helps, features that are lost during printing. Tapping the full potential of the digital possibilities of PDF and JobPDF is subject to a learning process, too.

This is where our analogy ends. A few decades passed before telegraphs and other means of transport replaced camel mail.  The university, on the other hand, is successively digitizing other administrative processes very successfully and quickly. They are delighted every day with the cost savings of faster processing times, lower personnel costs, less paper consumption and reduced storage.