Working with outgoing correspondence
This section covers all the options for working with letters (parcels, small packages) sent from your organization (outgoing).
Access rights
Users whose access rights settings for the Correspondence function specify the Employee or Manager role can work with outgoing correspondence. A user with the Employee role can create and edit only their own letters, while a Manager can edit letters created by other users.
We therefore recommend giving the Manager role to system users who are office clerks in your organization.
Typical outgoing correspondence process
The typical workflow for outgoing correspondence includes the following stages:
- creating and filling in the outgoing letter card;
- creating a resolution for the letter and having the manager approve it;
- executing the resolution;
- sending the outgoing letter.
We look at all stages of this process in the following sections.
Outgoing letter card
An outgoing letter is intended for sending a message to another organization. It can be created as a reply to an incoming letter or independently of an incoming one, as a new letter.
Select the Correspondence/Outgoing folder and click Create.
Fill in the field values. Let us look at their purpose in detail.
| Field name | Description |
|---|---|
| Subject | Brief summary, subject of the letter |
| Sender | Organization on whose behalf the letter is sent |
| Delivery method | Method by which the letter is sent |
| Registration date | Date the letter is registered in the sending organization |
| Document number | Registration number of the document in the sending organization |
| Recipient | Recipient organization |
| Type | Correspondence type, a reference field (you can configure the list of types as you see fit, for example "letter", "small package", etc.) |
| Folder | Folder the document is intended for, a reference field (configured as you see fit, for example "orders" or "information letters") |
| Related correspondence | Links to incoming letters related to this letter |
| Tags | Tags for the letter, a reference field (configured as you see fit, for example "urgent" or "restricted") |
| Outgoing correspondence log | Link to the log of registration records for outgoing correspondence |
Options when working with the outgoing letter card
All options are similar to those described for incoming correspondence: printing the card, attached files, copying/deleting, and so on.
Working with resolutions. Executing the outgoing letter
After the outgoing letter card is created and saved, it has the draft status and its own registration number (numbering is covered in more detail in a separate section). Next, save it and change its status to Sent by clicking the Send button on the letter card:
You can see the status of the letter in the list of outgoing letters:
If the outgoing correspondence requires execution or approval before it is sent, use the resolution mechanism with the New resolution button.
Further actions with resolutions are completely similar to those described for an incoming letter.