Deploying an automated Google Workspace mail management web app for Central Bank of West African States (BCEAO).
How a custom Google Apps Script web application streamlined internal tracking and gave the Central Bank of West African States clearer visibility over its official correspondence.
The Central Bank of West African States
The BCEAO, Banque Centrale des États de l'Afrique de l'Ouest is the common central bank of the eight member states of the West African Economic and Monetary Union (WAEMU): Benin, Burkina Faso, Côte d'Ivoire, Guinea-Bissau, Mali, Niger, Senegal, and Togo.
Founded in 1959 and headquartered in Dakar, Senegal, BCEAO is responsible for issuing the West African CFA franc (XOF), defining monetary policy, managing foreign exchange reserves, and overseeing the stability of the banking system across the entire WAEMU zone.
As a supranational institution with national directorates in all eight member countries, BCEAO processes a significant volume of formal institutional correspondence daily, making efficient mail management a matter of operational compliance, not mere convenience.
The Challenge
Streamlining Multi-Step Mail Tracking
BCEAO processes formal institutional correspondence daily across multiple departments. Managing incoming mail using spreadsheets created tracking bottlenecks, making it challenging for managers to monitor progress and maintain steady follow-through.
The Solution
A Web Interface Built for Google Workspace
Flowbetta developed a focused mail management web application using Google Apps Script, connected directly to BCEAO's existing Google Sheets setup to serve as a user-friendly workflow interface.
Operating within their existing Google Workspace environment meant no external software dependencies, providing an accessible tool tailored to the team's routine.
Side-by-Side Document Review
The interface displays mail metadata alongside the digitized file (PDF or image) in a split view, helping reviewers examine documents without switching tabs.
Multi-Criteria Search
A search bar allows team members to look up letters by reference number, sender, subject, date, or status in seconds.
Status-Driven Validation Workflow
Mail moves through structured stages, from reception through review, assignment, processing, and final sign-off.
Automated Email Notifications
The system sends email updates to relevant staff when status changes occur, reducing the need for manual status check-ins.
Proof-of-Work Upload & Validation
Assigned staff can upload completed documents or responses directly through the interface for manager review.
The Impact
Results & Operational Improvements
The application brought consistent structure and improved clarity to daily correspondence management.
Status Updates
Automated Gmail notifications inform team members when status changes occur, reducing routine follow-ups.
Central Dashboard
Managers gained a single view showing open tasks, pending assignments, and items awaiting approval.
Client Feedback
Philippe highlighted prompt communication and clear responsiveness to team feedback during setup.
Thank you for your fast and neat work. You listen to our slightest requests and you provide the appropriate answers.
Reflection
Key Takeaways
Listening closely to daily operational habits was key. Staying in close communication with Philippe during development allowed us to include practical adjustments, such as automated email lookups, to match how the team actually works.
Building inside enterprise Google Workspace required clear setup instructions. We provided straightforward documentation and walkthroughs to help the team manage their Drive permissions and configuration independently.
For institutions like BCEAO, a clean and reliable workflow interface helps support daily compliance and keeps internal communication organized.