Project

Municipal Form Automation

Tecnova implemented a centralized workflow that handled intake, letter generation, follow-ups, validation, and archiving of municipal files.

2026
AI Solutions

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Overview

THE BRIEF.

Servitech manages a high volume of municipal forms (13 different types), with a process involving email intake, letter creation, follow-ups, approvals, and archiving. This workflow was complex, fragmented, and required constant manual management. We structured and automated the entire process to reduce operational workload, standardize steps, and improve file tracking. Functions: Developed a centralized system that handles documents as soon as they are received by email. The system automatically generates the letters to be printed, files them in the correct folders, and sends notifications to the team to indicate the actions to take. Follow-up automations were put in place: if there is no response, reminders are sent automatically, including a second one after 30 days. The documents are then analyzed and sorted automatically. In the event of an error, they are directed to an approval folder with a notification to the team. Once corrected and approved, they are automatically filed in the appropriate folders. A weekly process also makes it possible to read, sort, and archive files in a database according to their status (processed, closed, etc.). Results • Fully structured and standardized process • Major reduction in manual tasks • Better management of approvals • Automated tracking of files and reminders • Clear, centralized data archiving

Context

Servitech processed a high volume of municipal forms across multiple types, with a workflow that ran through email intake, letter creation, follow-ups, approvals, and archiving. Before the project, the work was handled through fragmented and inconsistent steps. Day-to-day management required constant manual intervention to move each file forward. This reality made tracking more difficult and multiplied the possible points of failure.

The challenge

The main challenge was to structure a complete, consistent, and repeatable workflow despite the variety of forms and file statuses. It was necessary to reduce manual handling while maintaining clear control over approvals and exceptions. Servitech also needed a reliable follow-up mechanism when responses were delayed, without adding to the team’s workload. Finally, archiving had to become centralized and easy to read so information could be retrieved quickly based on progress status.

The solution

Tecnova developed a centralized system that handled documents as soon as they were received by email, then automatically generated the letters to be printed and filed them in the correct folders. Notifications were sent to the team to indicate the actions to take, making the process clearer as files moved through the workflow. Follow-up automations were added, including reminders when no response was received and a second reminder after 30 days. Documents were then analyzed and sorted automatically, with a dedicated approval path in the event of an error, along with a notification. Once corrected and approved, they were automatically refiled, and a weekly process made it possible to sort and archive files in a database according to their status.