For Česká pošta we built the GES application, which generates contracts and their annexes from predefined templates and guides them through their entire life cycle, from preparation and electronic signature to publication in the Register of Contracts.
Contract generator
The GES application generates contracts for Česká pošta on the basis of a predefined template and greatly simplifies and speeds up the work of creating, filling in and saving contracts, including annexes. It takes client data from the CRM system and from the ARES register, returns information about concluded contracts to the CRM system and passes contracts on for registration and publication in the Register of Contracts, including their anonymization. Contract documents are sent to the client for signature in the ePodpis application and, once signed, are automatically saved back to GES.
Implemented functions and modules
- Contract and annex templates
- Template management with versions and shared text sections
- Register of identifiers for contract and annex parameters
- Updating contracts in progress when a template changes
- Contract creation
- Filling in contract and annex parameters according to the template, with a check of required values
- Loading client data by company ID from the ARES register or from the central client register
- Transfer of data from the contract to annexes and amendments
- Generating the contract and annexes in DOCX format and assembling them into a single PDF
- Anonymization of contracts and annexes for private entities and for public administration entities
- Contract life cycle
- Contract states from preparation through approval and signature to publication, termination or cancellation
- Amendments with automatic numbering and termination of a contract by agreement or by notice
- Reminders of approaching expiry of contracts and annexes
- Access to contracts by region
- Bulk operations
- Bulk amendments, including generation of documents, printing and sending by e-mail
- Bulk transfers, terminations, cancellations and invalidations of contracts
- Bulk editing of business premises
- Data cards for posting consignments
- Automatic creation of a data card when a contract is being approved
- Circulation of the data card between sales and logistics, including counterproposals and rejections
- Schedule of posting and collection of consignments with time windows
- Data card versions and generation of an info card in PDF
- Integration with other systems
- Loading the client's contact persons, business premises, posting points and bank accounts from the CRM system
- Sending contract data to the CRM system
- Sending contracts for registration and publication in the Register of Contracts and monitoring the publication status
- Regular exports of contracts and their parameters by e-mail
- Synchronization with the ePodpis application
- Sending the contract and annexes for signature to the ePodpis application
- Review of the contract by the sales representative, formal correctness check and four-eyes principle before signature
- Automatic notification of documents to be signed and reminders by e-mail
- Automatic saving of signed documents back to GES
Project results
- Contracts and annexes are created uniformly from valid templates, faster and with a check of completeness
- Anonymized versions of contracts for publication in the Register of Contracts are created automatically
- Client data and concluded contracts are passed between GES and the CRM system without manual retyping
- Contracts are signed electronically and signed documents automatically return to GES
Basic characteristics of the company
Česká pošta is one of the largest employers in the Czech Republic. The Contract Generator (GES) application is intended primarily for clerks and heads of Česká pošta regions.
- Website:
- www.ceskaposta.cz
- Field of activity:
- Postal services
- Launched:
- 2017
- Implemented solution:
- Contract Generator application (GES)