Organization of the entity in mailboxes is optional and you can enable or disable it from General > Properties > by activating the switch Use mailboxes in the entity
While this proposal may be useful, it is worth considering whether there is another organization that might work better for your organization.
To know where you start from in the current EACAT, we have prepared a list where you will find the users, the services and the promoter. You can access it by going to the section Configuration / Users / download the Users/Services/Promoter list. We think it can help you know which mailboxes you have to create in the new EACATi also when distributing users and services in the different mailboxes created.
use case
You have decided to organize access to the services of EACAT Procedures in mailboxes to tidy up the entity and so that users do not view all the services.
- Considering your quota of 30 mailboxes, we suggest you create mailboxes based on a thematic logic. Create 18 mailboxes , one for each topic in which EACAT Procedures categorizes its services. Find this information in the List of Topics and subtopics into which specific services can be categorized in the EACAT Service Catalog . These mailboxes are:
- culture
- Economy
- Education and formation
- Emergencies security
- Sports, leisure and leisure
- housing
- Industry and energy
- justice
- Language and communication
- Natural environment
- Mobility and transport
- Research and innovation
- Health
- Social services
- Society, citizenship and families
- Territory and landscape. urban planning
- work
- Tourism
- If, due to the characteristics and processing volume of your entity, you need more than 18 thematic mailboxes, it is advisable to break down the mailboxes with the highest processing volume into subthematic mailboxes. For example, if the Culture mailbox needs subdivision, replace it with the subtopics of Culture in which the services of EACAT Procedures are categorized, thus increasing the total number of mailboxes to 27 :
- Culture - Performing arts
- Culture - Archives
- Culture - Libraries
- Culture - Cinema and audiovisuals
- Culture - Popular culture
- Culture - Letters
- Culture - Historical memory
- Culture - Museums
- Culture - Music
- Culture - Cultural heritage
- A mailbox must be created for the generic services of EACAT Procedures. We call this mailbox Generic and it is necessary so that users in charge can redirect generic requests to the appropriate user. With this, you will have a total of 28 mailboxes , including the thematic, sub-thematic and generic ones.
- You can create another mailbox for services that you think will never be used in your organization. We will call this mailbox Discarded and you will place all the services that you will possibly never process, either because despite being able to process them they will not be used or because you are not their recipient. This means that you have greatly reduced the number of services to distribute between the thematic, sub-thematic and generic mailboxes you have created.
To find out if a service has ever been processed or not , you can select the option Export processing volume from the icon ... and the list of services with their processing volume will be downloaded (for now, this list offers a list of all services as of 06/24/2024). In the service-tramitacio-XX.csv file , which will be downloaded, there is a field that informs precisely about this. Since this is a very large list, prepare it for later import into the Discarded mailbox.Find related information at:
EGT – How do you export your entity's list of services within EACAT Procedures? - Continue adding services to the remaining mailboxes. You can consult the general list of services, which you can download from the "..." icon, where there are all the services categorized by a thematic and subthematic area. This will help you to assign services in each of the mailboxes that we have proposed. Before downloading the list, apply the filters you think are appropriate.
- In the Global mailbox, which has been created automatically, you will find all services and no users. Therefore, it is necessary to add users with specific positions (secretaries, controllers and secretaries-controllers) who need full access to the services. Be sure to include other users who require full access as well.
- In the other thematic or sub-thematic mailboxes, assign the users who need access to the specific services in each area. There is no need to add global mailbox users as they have access to all services.
- Once the 29 thematic/sub-thematic, Generic and Discarded mailboxes are linked to the Global mailbox, you have a total of 30 mailboxes .
- Culture - Performing arts
- Culture - Archives
- Culture - Libraries
- Culture - Cinema and audiovisuals
- Culture - Popular culture
- Culture - Letters
- Culture - Historical memory
- Culture - Museums
- Culture - Music
- Culture - Cultural heritage
- Economy
- Education and formation
- Emergencies security
- Sports, leisure and leisure
- housing
- Industry and energy
- justice
- Language and communication
- Natural environment
- Mobility and transport
- Research and innovation
- Health
- Social services
- Society, citizenship and families
- Territory and landscape. urban planning
- work
- Tourism
- generic
- global
- Use the Services section to query services without an assigned mailbox (Mailbox filter) and assign them to the appropriate mailboxes.
Remember that your organization has a thematic and sub-thematic logic. You can check the services in the section of the same name and use the No mailbox option in the Mailbox drop-down filter to view services that do not yet have a mailbox assigned to them. Add these services to the corresponding mailboxes. Select the visibility icon on the service you want to assign, where you will find the thematic and sub-thematic scope of each service, which will help you decide which mailbox to assign them to. To do this:- Go to Services and select the service
- Access the Mailboxes subsection
- Search for the topic or subtopic where the service is located
- Assign it by turning on the mailbox switch
- When a new user joins, add him to the corresponding mailbox according to the tasks he will have to perform:
- Go to Mailboxes and select the mailbox
- Search for the user
- Add it to your mailbox by turning on the switch