Initial Situation
The two organizations have a particularly interesting setup: some employees work in both organizations, meaning that the same individuals handle municipal and Mayor’s Office responsibilities in different roles. Accordingly, a shared IT environment was established in which the same users have dual access permissions – enabling them to access the cases of both the Municipality and the Mayor’s Office within a single software interface.
This approach is rare and particularly effective in Hungarian public administration, as it simultaneously ensures data security, separate records and a unified working environment, preserving organizational independence while leveraging shared resources.
Previously, neither organization had a comprehensive workflow system to manage procurement and contract management processes in a consistent, controlled manner.
Document management, approvals and deadline tracking were handled on paper, by email or in spreadsheets, resulting in processes that were difficult to track, time-consuming and prone to errors.
Management’s objectives were to:
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reduce administrative workloads,
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make processes transparent,
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digitalize approval chains,
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and, in the long term, establish an integrated, shared process management platform with separate records to support both organizations’ operations.
The Challenge
One of the project’s challenges was integrating two organizations (the Municipality and the Mayor’s Office) into a shared IT environment while keeping their cases separate in the records.
Additional challenges:
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Different approval logic applies to outgoing and incoming contracts.
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Procurement requests were tracked manually, with no automated approval process.
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Document storage and version control were not standardized.
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Managers lacked real-time visibility into case statuses and deadlines.
Therefore, key priorities in system design were data security, fine-tuning access permissions, and ensuring that the new system remained consistent, user-friendly and transparent for employees – regardless of which organization they were acting on behalf of.
The Solution: Implementing xFLOWer
Click On Hungary Kft. recommended implementing the xFLOWer Process and Document Management System, which can flexibly handle the processes of both the Municipality and the Mayor’s Office.
Contract Management
Two separate approval processes were configured in the system:
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Contracts generated by the Municipality and the Mayor’s Office follow a dedicated workflow that ensures the appropriate hierarchical approval sequence.
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Incoming contracts (prepared by partners) are processed and approved through a different workflow, keeping the management logic for outgoing and incoming contracts separate.
Procurement Management
Procurement requests can be recorded in the system individually or in groups.
Requests pass through an automated approval process – decisions, rejections, additional information and, ultimately, purchase orders can all be tracked.
The process always concludes with placing an order for an approved procurement request.
Document Management
xFLOWer electronically registers and stores documents, linking them to the relevant cases.
Messages received at predefined email addresses can automatically initiate new cases or be attached to existing processes – for example, when a contract is returned.
Outgoing documents (e.g. contracts and purchase orders) are generated by the system from templates and are also automatically linked to the relevant case.
Transparency and Control
The system provides a real-time process overview:
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employees can see their own tasks, deadlines and statuses,
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managers can track whose task list each case is on,
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and generate instant reports on process execution, bottlenecks and cases with deadlines.
Results
Implementing the system delivered significant efficiency gains in the operations of the Municipality and the Mayor’s Office.
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A unified digital case management platform was established to serve both organizations.
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Parallel paper-based and email approvals were eliminated, with processes now running automatically.
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Managers use real-time reports to make decisions.
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Deadline monitoring and automatic notifications have reduced delays in case handling.
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Documents, including previous versions, are securely stored and linked to their respective cases.
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A simple, clear interface for users was created that can be learned quickly.
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The system architecture allows additional municipal processes (e.g. investment, grant application and document registration processes) to be integrated in the future.
Summary
The Municipality and Mayor’s Office project further demonstrates that the xFLOWer Process and Document Management System is not merely a digitalization tool, but an organizational operating framework that standardizes public administration processes and makes them transparent and measurable.
The shared yet separate operating model – in which the same users handle tasks for two organizations within a single system – represents a unique solution in the municipal sector.
With the implementation of xFLOWer, the Municipality and the Mayor’s Office now operate
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more efficiently,
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faster,
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and in compliance with the law,
creating a truly digital public administration environment that also provides a solid foundation for further development and automation.