A software solution for a difficult task?

Question

ERP

Greetings. It is necessary to propose a software solution for the following task (set by the management, a lot of incomprehensible places, but they specified it as best they could):
Distribute all incoming correspondence (both offline and online, letters, documents) among responsible persons, track the status of execution, the sales chain (something something like a task tracker), delays, etc. (preferably with the ability to generate reports)
1) for offline correspondence, everything is more or less clear. The correspondence is not so big and now a table file is being maintained, in which data is entered about when, to whom, what came. It would be nice to have a single solution.
2) for online letters, everything is not at all clear. As planned - a software that stands behind the mail server and keeps a record of all incoming correspondence. The truth is, this is what it looks like - I have no idea at all. Or enter important letters into the software from the first point with your hands, but this will turn out to be a very clumsy system.
The management talks about Lotus, one of their own saw it ...
In general, we need an environment where you can control and manage such flows and monitor their implementation with the construction of various graphs. If you have any questions, ask, I'll try to answer.
Jira, Microsoft Web Access, Microsoft System Center Service Manager were offered as possible solutions ... I
just don’t even know what to offer management as a software solution.
Have you experienced anything similar...

Answer 1

try looking at www.fengoffice.com/web/
It might be enough for you.
+ it has an open source version.

Answer 2

incoming / outgoing, control of execution of orders, etc., this is an EDMS
look for partners DocsVision, Documentum

Answer 3

I think any service desk will do. Lotus is a monster, perhaps too overburdened for your tasks. From Russian analogues I know these guys www.intraservice.ru/

Answer 4

these tasks are solved by the EDMS, there is distribution along the chains, and control over execution. If the management likes the lotus, then you can look towards the Boss-Referent built on it. The thing is not cheap, but it does its job well.
The Lotus itself has a mail server, so there shouldn't be any problems taking into account email. For waste paper, you can attach an in-line scanner and barcoding if the volumes are large.
We now have such a system in the process of implementation. If you have specific questions - write in a personal, I can clarify the details with my colleagues who deal with it. But it's not until Tuesday, I'm on vacation right now :)

Answer 5

Thank you very much for the products. We will definitely check and see everything.
It's just that while the management said - I want it, but didn't specify what I want)
As I understand it, the introduction of an EDMS is a rather painstaking process ... What does it depend on in time and what are the most common difficulties that you may encounter? ..

Answer 6

In fact, the EDMS system is the workspace of your company - user requests, incoming letters, orders, and their options, coordination and approval, billing and payment - everything is carried out in this system.
this is not a replacement for the mail client / accounting system, based on the task in the EDMS, your accountant will generate and conduct an invoice and pay it for accounting, and the manager will send the client a commercial offer agreed with the relevant departments, and if the client has sent consent, when the manager manager of this client has gone on vacation, all the documentation for this client will be in one place and will be available to the one who replaces this manager. In principle, this is good, because. managers will not bind all clients personally to themselves.