Customer story · University of Sharjah
Automating faster student services with Argos
The University of Sharjah turned one-by-one document requests into an automated Argos workflow that generates, delivers, and tracks official letters, starting with more than 10,700 enrollment letter requests.
Sharjah, United Arab Emirates
Private, non-profit national university
Argos
- 10,700+ letters, automatedEnrollment letters delivered automatically, with no manual processing at peak times.
- Turnaround, transformedMulti-step manual workflows replaced by automated generation and delivery.
- Consistent and auditableStandardized, error-free documents with a built-in audit trail.
University of Sharjah at a glance
1997
Founded
~20,807
Students
~1,700
Faculty and staff
15
Colleges
131+
Academic programs
01
The challenge
Thousands of official letters, made one at a time
At the University of Sharjah, the registration department supports more than 20,800 registered students across 15 colleges and 131 academic programs. That scale brings a heavy volume of requests for official documents, especially during peak registration and graduation cycles.
Requests covered enrollment verification letters, graduation letters, and attendance warnings. Before automation, document generation was entirely manual: staff retrieved student data, populated templates, generated PDFs, and emailed documents one by one.
20,800+ students
Across 15 colleges and 131 academic programs, and still growing.
Thousands of requests
Peak registration and graduation cycles pushed volumes into the thousands.
Manual at every step
Each document retrieved, populated, generated, and emailed by hand, with room for error.
During busy periods, the volume created delays, workload pressure, and service bottlenecks. Manual processing also increased the risk of human error, inconsistent formatting, and time-consuming quality checks.
The university already used Ellucian Banner as its student information system and Argos for reporting, but Argos was used primarily for on-demand reports. With no automated workflow or scheduled document generation, and a growing student population, maintaining service levels became increasingly difficult.
“As our student population continued to grow, it became increasingly difficult to maintain service levels with a manual process. The volume of requests made it clear that we needed a scalable automation solution.”
Asma Saif Almazrouei · Head of Registration Systems
02
The solution
From request to inbox, with no one in the loop
The University of Sharjah built an automation strategy around the Argos scheduling features, aiming to reduce turnaround time, standardize document templates for accuracy and consistency, and eliminate repetitive manual work.
The end-to-end workflow begins when a student submits a request through the e-services portal. Argos retrieves the required student and request data directly from Banner, applies it to standardized templates, and automatically generates official documents as PDFs.
The automation extends beyond document creation. Generated documents are attached to emails and delivered to students or designated third parties. Once delivery is complete, the workflow updates the request status and completes downstream processing, creating a clear audit trail. What once required multiple manual touch-points now runs without staff intervention.
| Before | With Argos |
|---|---|
| Staff retrieved data and populated templates by hand | Argos pulls data from Banner into standardized templates |
| PDFs generated and emailed one by one | Documents generated as PDFs and emailed automatically |
| Time-consuming quality checks for formatting and errors | Consistent formatting from standardized templates |
| Argos used only for on-demand reporting | Argos scheduling runs the workflow, through to status updates |
“Behind the scenes, Argos retrieves the student information, applies it to standardized templates, and generates the official document automatically. This ensures consistency, increases speed, and frees the registration team from tasks that previously consumed hours during busy periods.”
Asma Saif Almazrouei · Head of Registration Systems
“
The problem was a dramatic increase in student requests that overwhelmed manual processing. By implementing a completely automated workflow, we achieved faster service delivery, improved accuracy, reduced staff workload, and a better student experience.
Asma Saif Almazrouei · Head of Registration Systems, University of Sharjah
03
The results
10,700+ enrollment letters, off the team’s desks
The impact of automation was immediate and measurable. One of the most significant improvements came in enrollment letters, where more than 10,700 requests had previously overwhelmed manual processing.
Fast, even at peak
Service delivery stays fast during the busiest periods.
Accuracy by design
Standardized templates improve accuracy and consistency.
A lighter workload
Staff workload dropped substantially, freeing time for higher-value work.
Tracked end to end
Every document is delivered automatically and tracked reliably.
Documents are now generated with consistent formatting, delivered automatically, and tracked reliably, improving both internal efficiency and the student experience. The transformation eliminated delays, reduced errors, and let the registration team focus on higher-value work rather than repetitive administrative tasks.
04
The future
A framework ready for the next document
With one of its highest-volume processes automated, the University of Sharjah has a strong foundation for continued digital transformation.
The Argos scheduling features and framework can now be extended to additional document types and workflows, letting the institution further streamline operations and scale as demand grows. By using Argos beyond traditional reporting, the university is continuing its shift toward more efficient, reliable, and student-centered services.
“This automation has transformed one of our highest-volume processes and created a foundation for further digitalization.”
Asma Saif Almazrouei · Head of Registration Systems
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