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In today’s world, for a thriving business, effective communication between organizations and their eco-systems is vital. Engineering companies nowadays are faced with the paramount challenge of renovating and engineering their internal structure and processes in order to provide their customers a high level of service. Allocated man power can barely handle the workload alone, so having tools to help organizations plan and manage their communication is a necessity, not a luxury.
The correspondence management module is capable of sending and receiving correspondence. It is perfect for project-oriented companies which have a lot of communication with client and suppliers, and where it is vital to be able to store and retrieve this information in a fast and efficient way.
Correspondences are stored in folders (genealogies) exclusively flagged for correspondences and a unique reference number can be generated for the correspondence. A powerful sequence-number generator can be configured by the administrator to automatically assign correct sequence number when the new correspondence is created. While sending correspondences, recipients can be selected from a list defined in Wrench masters. Files existing in Wrench or from an external location can be attached to the correspondence before sending.
NOTE: This module is used for handling correspondences of category Wrench. Correspondence of category Archived is handled as documents.
The Project Correspondence folder contains the following sub-folders.
Inbox: This folder would contain all the correspondences sent to you.
Drafts: By default, any message that you create, but is not sent, are saved automatically to the Drafts folder.
Sent Items: The Sent Items folder is useful to keep track of the messages that you have send and whom you send them to. By default, a copy of messages that you send is stored in the Sent Items folder.
Related Correspondence: When a mail is sent to a user, a copy of the mail will be available in Related Correspondence folder of all users who are members of the group in which the To..recipient is a member.
Reply Pending: While sending a correspondence, there is a provision to define whether the correspondence requires a reply, when the reply has to be sent and a resource who has to reply to the correspondence. The correspondences to which a reply is not yet sent are stored here if you are defined as the person who has to sent a reply.
For more information on these sub-folders refer Working with correspondence sub-folders.
The correspondence activities that can be carried out are summed up as follows.
•Sending/receiving correspondence and managing a set of incoming/outgoing correspondence basic and advanced information like; correspondence type, document number, date, concerned party, sending party, subject, body, priority, attachments, comments and much more.
•The ability to link incoming/outgoing correspondence to one or more previously added, related correspondence.
•Searching incoming/outgoing documents swiftly, using intelligent advanced search options.
•Correspondences from multiple folders can be grouped into a centralized smart folder, and people outside the organization can be provided access to the smart folder thus preventing their access to other documents.
•Processing and circulating incoming/outgoing correspondence based on given permissions, organizational structure, and flow of processes.
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