Back to a Quick Look | View existing mail & select. Mail is any "one time document" such as a letter, email, or even a form such as an instruction. The various types of mail are defined in the Forms Category which is part of the configuration. Additional forms may be added at any time. If the form is an "Own" document, then additionally it's layout may be designed in the Report Designer. The list of mail may be filtered extensively. Options include restricting to a particular document type (e.g letters), received or created within a defined period, (e.g. the last 7 days), from whom, to whom, about what, and on which job. In the User Actions module there are two options: All mail, or just mail addressed to the user.
Back to a Quick Look | Edit or record new mail. Unless it has already been distributed, the mail item may be edited. The same generic screen is used to generate outgoing mail, and record the receipt of incoming mail. It may also be used for recording receipt of and raising RFI's. The mail system supports Rich Text as used for example in MS Word or in Windows Word Pad to allow the text to be formatted e.g. font color, type, and size, tabs, and alignment. Thus no word processor is required, let alone an expensive EDM system. Documents (such as a scanned image for incoming mail, or email printed to pdf for a definitive record) may be attached to the database, and viewed.
Back to a Quick Look | Distribute Mail with actions. When a mail item is created or recorded, the distribution includes the addressee and for one's own mail the originator. The list can be amended. For every recipient the reason for the copy must be given. If an action requires a reply, an action due date must be specified. The available distribution list can be filtered to those people attached to the job, or more specifically to those people who are listed to receive information regarding that subject only on the job. For ones own documents, the actual document is generated from information in the database which can be emailed or printed as required. Additionally a signature is attached (if it has been added to the person raising the mail item) and a verification code is generated so that the recipient can query the documents validity. The letter defined above is shown.
Back to a Quick Look | Allocate Keywords. Keywords can be allocated to the mail item in an identical manner as for Technical Documents.
Back to a Quick Look | Drill Down Enquiries. Enquiries are available in three different order: by Job No and Sender, Subject, or Recipient. The inquiry details also include distribution and keywords. Double clicking the document description line opens a new window showing the content, distribution, and keywords. Any attachment can also be viewed.
Back to a Quick Look | Specify & Generate Reports. The selection criteria allow extensive filtering to ensure only the required documents are listed. The report is also available in three different orders for the selected job: by sender, by subject, by internal document no. In addition to the basic information, three additional items of information may be included - document contents, distribution, and keywords.
Back to a Quick Look | Expedite Outstanding Actions. The selection criteria allow extensive filtering to ensure only the required actions are listed, and this may be restricted to just one document type.
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