In the latest episode of the Digital Transformation Podcast (DTP), we had a conversation with  our Lead Solutions Engineer, Mohamed Arushad (Attu). 

In our conversation, he gave us a dive deeper into how government agencies are onboarded onto oneGov Workplace and what happens once applications are submitted. From setting up agencies to handling tasks internally, Attu gives us a closer look at how everything comes together.

This article takes a closer look at two of the platform’s core tools, Entity Manager and Task Inbox, and how they help agencies streamline operations, improve coordination, and deliver better outcomes for citizens.

For more indepth information about the topic, you can watch this episode of the Digital Transformation Podcast here.

Building the Foundations for Service Delivery

In oneGov Workplace, the Entity Manager serves as the cornerstone for onboarding and structuring government entities into the platform. It allows agencies to set up their profiles, define organisational structures, manage staff, and ensure secure access to the right tools and data. 

Setting Up an Entity Profile

Onboarding starts by creating an entity profile containing the organisation’s name, logo, description, and a unique three-letter short code for identification. It also defines the entity type, which includes types such as ministry, council, or agency. This process also involves inputting the entity’s address and contact details, establishing its identity within oneGov and forming the foundation for all operations on the platform. At this stage, the 'Entity Manager' position is designated within the government entity, holding the highest authority and system access from their side. This role can be filled by a Manager, Minister, Administrator, or other designated personnel.

Structuring Teams and Roles

Entity Manager enables administrators to set designations and user types, defining the organisation’s hierarchy and access levels. This allows roles to be assigned to individuals or groups, ensuring staff have the tools they need while preventing unnecessary access to unrelated data.

Onboarding Staff with Clearance Levels

Staff are onboarded with specific clearance levels, restricting access to sensitive documents and data to authorised personnel only. New users can be added solely by trained senior department members, ensuring both security and accountability.

Organising Teams for Service Processing

Teams are often grouped by service, ensuring that staff working on the same application type are in close coordination. Within each team, roles identified during a service study are assigned, ensuring that verification, evaluation, and inspection processes are clearly divided. Additionally, Team Admins can access the Workflow Admin app to gain additional oversight on their teams.

Managing Data Resources and Protecting Information

The Entity Manager’s data resource feature enables the secure exchange of information between agencies through configured APIs, allowing staff to retrieve or share data required to process applications, while the Secrets feature further safeguards sensitive information used by government entities, ensuring that configurations for systems like Bandeyri Pay remain hidden from unauthorized users.

Streamlining Application Processing

The Task Inbox is another core feature of oneGov Workplace. While Entity Manager establishes the structure for service delivery, the Task Inbox provides the operational clarity needed to process applications efficiently. It is particularly effective in helping a relatively small number of staff handle a large volume of work efficiently.

Clear, Personalised Work Allocation

By default, each staff member sees only the tasks assigned to them, but they can also filter by team to get a broader view of workloads. The Assigned to Me filter consolidates all tasks from every team a user belongs to, keeping responsibilities clear and manageable.

Prioritisation and Tracking

Tasks can be marked as urgent, medium, or low priority, with due dates determined during the service study phase to reflect realistic processing timelines. Completed tasks are archived for reference, while the ‘Favourites’ feature allows staff to quickly resume incomplete work.

Handling Dependencies Without Delays

If more information is required from an applicant, staff can create subtasks rather than rejecting the entire application. These subtasks trigger notifications to the citizen via SMS, email, and their My Account page, ensuring that only the missing elements are addressed. Once resolved, the main task automatically moves from On Hold back to Processing.

Collaborative and Efficient Workflows

The Task Inbox facilitates team communication through internal comments and offers split-screen document viewing for quick referencing. It integrates "Files" and "Forms" to centralise documents and checklists, replacing paper-based methods, and allows staff to save their progress at any time.

The Entity Manager and Task Inbox of oneGov Workplace are more than just administrative tools. They are essential components of a modern, digital-first government. 

By providing a structured, secure, and efficient way to manage entities, staff, and workflows, they help agencies deliver services with speed, clarity, and accountability.

As more government entities adopt these features and integrate them into their daily operations, we move closer to a public service environment that is streamlined, responsive, and built around the needs of both service providers and the citizens they serve.