Challenge: cases scattered across locations
Requests were handled in spreadsheets, emails, and local channels. Different working methods increased the risk of skipping a stage or leaving a case without a next action. It was also difficult to check deadlines and reconstruct the complete history.
A distributed structure required precise data access. Each team needed to see cases from its area, while management needed shared reports.
Solution: one process from registration to closure
Astrafox built a web platform that centralizes requests and guides them through registration, verification, decision, settlement, and closure.
The system includes:
- a central case register with contextual data,
- a multi-stage workflow for different user groups,
- automatic access restrictions based on territorial assignment,
- alerts for overdue cases,
- notifications about new, pending, and overdue requests,
- generation of forms, printouts, and summaries,
- operational reports about current and historical cases,
- a panel for managing users, reference data, and process parameters.
Outcome: visible accountability and deadlines
A case does not disappear in one person’s inbox. The system shows its stage, responsible team, and required action. Validation and edit-scope controls reduce errors. The change history supports investigation of the case path and data analysis.
Management uses one information source, while additional systems connect through the integration layer.
Technical details
The solution is a layered web application with an API. Background tasks perform recurring operations and updates. Integrated authentication and the permission model restrict access by role and area of responsibility.
Frequently asked questions
Can different case types have different stages?
Yes. The workflow, accountability, and required data are tailored to the request type.
Does the platform exchange data with other systems?
Yes. An API and a purpose-built integration layer handle data exchange.