Ensure correspondence is actioned on time!

Document ONE enables you to track correspondence from the time your organisation receives it until the time a response is sent.

Scan Hard-Copy Correspondence

view of the address fields which are made available in documents in Document ONE libraries when the library has been designated as a Correspondence Tracking library Correspondence received in hard-copy format can be scanned into Document ONE's Scanning database.

When this correspondence is filed from the Scanning database into a library designated as a Correspondence Tracking library, the address of the correspondent is automatically transferred into the document as well.

Correspondence received by email can simply be filed into document libraries in the usual way.

Acknowledge the Correspondence

Once correspondence is received, you may want to send an acknowledgement of its receipt, before assigning it to a user for action.

You can do this by merging the correspondence documents in the document library with a Word mail merge template (note that this whole process is achieved within Document ONE).

Assign the Correspondence to Users for Action, Review and/or Approval

Document ONE's workflow features enable you to assign correspondence to one or more people for the preparation of a response and/or review and approval.

For correspondence that does not need an individual, customised response, you can create a standard response by merging the correspondence documents in the document library with a Word mail merge template.

You can put a copy of each response into the document containing the original correspondence by clicking the Attach to Source button.

Complete the Response Documents to Prevent Further Editing

Once the responses have been approved and sent, you can formally complete the documents containing the correspondence (and any replies) so that they are no longer editable.

This preserves the integrity of the correspondence as a record, which would greatly assist you in the event of any litigation involving the correspondence arising at a later date

Generate Reports

Document ONE's Custom Reports view enables you to generate a report that summarises how many items of correspondence were received in a particular timeframe, or from a particular source.