Söderhamn Municipality
Söderhamn Municipality wanted to streamline the handling of incoming cases submitted through its digital e-services. By integrating Open ePlatform with the Ciceron records management system using Sweet Automation, the municipality has reduced manual work, shortened processing times, and created a more connected digital information flow.
Effekt
Challenge
Söderhamn Municipality provides digital e-services to its residents through Open ePlatform. While the platform enables citizens to submit applications and cases online, the information could not be transferred automatically to the municipality’s internal business systems.
As a result, data submitted through the e-services had to be handled manually. In many cases, information needed to be printed or re-entered into the appropriate system by an administrator or records officer.
This manual process resulted in:
- Duplicate work for employees
- Longer case processing times
- Increased risk of data entry errors
- Limited ability to scale digital services
At the same time, the municipality lacked the internal resources needed to develop and maintain integrations on its own. Traditional integration projects also tend to become costly and difficult to maintain as e-services and business systems evolve over time.
The municipality therefore needed an integration solution that was flexible, future-proof, and easy to develop further.
Solution
Together with Sweet Systems, Söderhamn Municipality implemented two standard integrations between Open ePlatform and Ciceron, the municipality’s records management system.
The integration automatically transfers information submitted through e-services to the appropriate business system without any manual data entry. It also enables two-way communication between the municipality and its citizens, creating better opportunities for feedback, communication, and case follow-up.
The solution is powered by Sweet Automation, a platform for workflow automation, system integration, and digital information management.
Using an intuitive drag-and-drop interface, integration workflows can be built, modified, and expanded without requiring any software development. This enables the municipality to adapt its processes quickly as business needs change.
Results
By automating the flow of information between its e-services and business systems, Söderhamn Municipality has established a more efficient and sustainable case management process.
Information no longer needs to be entered multiple times, saving valuable time while significantly reducing the risk of errors. At the same time, citizens benefit from a smoother digital experience through faster case handling and improved communication.
Looking Ahead
Söderhamn Municipality sees significant potential in automating additional processes and integrating more business systems with its digital e-services.
The goal is to create even more efficient information flows, reduce administrative work, and further improve the municipality’s digital services for residents.
The municipality is also exploring how AI technology can support parts of its operations, particularly within customer service and citizen support. In the long term, AI has the potential to provide faster response times, improve service quality, and enable more efficient use of municipal resources.
This has enabled a fully digital process—from the moment an application is submitted until it is officially registered in the system—streamlining our workflows and significantly reducing the need for manual handling."
Robin Sehlin
Digitaliseringsstrateg, Söderhamns Kommun
Om Söderhamns Kommun
Söderhamn Municipality is a coastal municipality in the Hälsingland region of Sweden, home to approximately 24,500 residents. The municipality actively invests in digital transformation, operational development, and improved public services to make interactions simpler, safer, and more accessible for both citizens and employees.
Like many municipalities, Söderhamn manages a large volume of cases and information flows between digital e-services and internal business systems. To streamline these processes and reduce administrative work, the municipality has invested in automation and smart integration solutions.
