Digitizing building case management

Introduction

Streamlining Building Case Management for the Danish Church with a Digital F2 Solution

Case metrics

Key statistics

30%

reduction in processing time due to fewer incomplete applications and more efficient workflows

100%

alignment with legal access control requirements across 103 deaneries and 10 dioceses

>90%

of applications now arrive complete on first submission, reducing unnecessary back-and-forth communication

The challenge

Fragmented processes, missing information, and limited transparency slowed down case handling

Before the new solution was introduced, the process was characterized by incomplete applications from parish councils, leading to prolonged processing times and repeated requests for missing information. This created frustration for both applicants and caseworkers. Additionally, since both deaneries and dioceses are involved in handling building cases — and they operate as separate legal entities — it was essential to ensure clear division of responsibilities and implement strict access controls. Tracking the status and progress of each case was also difficult, leaving applicants with limited transparency into the handling of their application. Furthermore, there was no consistent checklist guiding caseworkers, which led to uneven case processing across different deaneries and dioceses.

The solution

A fully digital workflow with self-service, smart search, and automated access controls

To overcome these challenges, the Ministry introduced a fully digital case management flow in F2, centered around a structured self-service form and two tailored workflows — one designed for deaneries and one for dioceses. Through the self-service form, parish councils submit their applications digitally, ensuring that all necessary information is provided from the start. Mandatory fields and built-in guidance help applicants avoid common mistakes and omissions. Once submitted, the case follows a clear and structured process tailored to the responsibilities of either the deanery or the diocese, with the system automatically ensuring that cases are correctly transferred if decision-making authority changes.

A built-in search functionality, known internally as "steering shelves," allows staff at both deaneries and dioceses to quickly find and filter cases based on criteria such as parish, project type, and expected budget. The solution also ensures strict access control, automatically restricting each case to the responsible authority, while maintaining seamless communication between parties when a case moves from one authority to another. Applicants receive automatic confirmations and decisions via email, ensuring better communication and transparency throughout the process.

The result

Faster processing, clear workflows, and better communication for all parties

The results have been clear. Processing times have been significantly reduced as fewer applications require follow-up for missing information. Caseworkers now follow a consistent and structured process, which ensures greater uniformity across the country. Applicants experience clearer communication and have a better understanding of what to expect during the process. At the same time, the steering shelves make it faster and easier for caseworkers to locate and manage cases across both ongoing and archived projects. Finally, the automated access controls ensure full compliance with regulatory requirements, removing a manual administrative burden.

By digitizing the building case process in F2, the Ministry has not only improved efficiency and consistency but also strengthened transparency and applicant satisfaction — all while ensuring that the Danish Church’s essential maintenance and development work can continue smoothly and effectively.

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