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CORRESPONDENCE
WORKFLOW

Paperless office with WEBCON BPS
Use our system to eliminate paper and reduce costs of handling a correspondence within your company.

INCOMING CORRESPONDENCE

Registration of incoming correspondence by the front office consists in the classification of a document, its physical registration (i.e. entering the basic information regarding the document, such as the customer’s Tax Identification Number, document external number, reception date, etc.) and assigning the correspondence to its owner, namely the person whose approval the document will require in the next step (or who only needs to be informed about its existence).



The final stage of the document registration process is printing out a sticker containing a suitably prepared document number in the form of a barcode (one-dimensional or an increasingly popular multi-dimensional one which can store much more information). The sticker is then placed on the document and the document is added to a pile of papers waiting to be scanned.

Since the scanning of a document is performed asynchronously in the WEBCON Business Process Suite system, documents can be scanned in the batch mode: after the registration is completed and the documents have been provided with relevant barcodes, they are placed on the scanner feeder and scanned. If you use high-performance scanners, you can obtain very high scanning speed of up to 60 pages per minute while scanning parameters remain adequate for the OCR process.

Using an optionally available WEBCON OCR Framework allows you to subject the scanned documents to the process of optical character recognition (OCR). As a result of this process you can perform full indexation of the document content, which allows you to search the contents of scanned documents for legal contracts, incoming letters, etc.

The OCR process enables scan-based document registration which is yet another important function. If you choose this way of registering a document, first the document is scanned and then the system automatically recognizes data such as client’s Tax Identification Number, document value, payment date, etc. This type of document registration is used for instance in accounting offices. It results from the specific character of institutions of this type, where large numbers of documents are registered in a narrow time span (the beginning of the month) and the documents themselves usually have specific structure (in most cases they are invoices).

A correctly registered document is forwarded in the system following a workflow path assigned to a given type of correspondence. Processing a cost invoice will thus be different from processing a legal contract or a letter coming from your client.
 

OUTGOING CORRESPONDENCE



The purpose of recording the outgoing correspondence is to properly catalogue every single document that leaves the company. In the primary workflow, each sent item is registered in the system, including information on the communication channel used. It is quite common to automatically create out-lists, also in electronic form such as the Electronic Access Channels used by the Polish Post Office. The purpose is to enable clear identification and find out what has happened to the sent item, make sure it has left the company in order to reach its destination and if so, when it started its journey etc.



In order to make the handling of outgoing correspondence easier, WEBCON Business Process Suite allows you to use document templates (prepared by your client in Microsoft Office Word 2007 or 2010) which, once the outgoing document is registered, are automatically filled in with client data, case number or barcode. You can edit the document further before you send it out, and apart from shipping it physically (e.g. via a courier service) you can also send its electronic version to your client’s email address (usually in the PDF format).

CATALOGING CORRESPONDENCE

Our clients often catalogue the incoming and outgoing mail by placing paper versions of documents in appropriately marked binders. Each document is registered in the system and provided with an adequate description of its content as well as a dedicated binder barcode. Each document type registered at the front office has a default binder (or binder type) assigned to it. It is in the binder that documents of a given type will be stored from then on. A link between the document and the binder is visible on both sides of the system. Calling the document allows you to view information on the binder it is assigned to, and vice versa - calling the binder displays information on all the documents stored inside it. You can make such calls by scanning the document or binder barcodes.
 

LINKING CORRESPONDENCE



Each document coming into the company or leaving it can be linked with other documents already registered there. It can also be assigned to clients, categories, processes issues, etc.

BROWSING THROUGH CORRESPONDENCE



The electronic document management system implemented on WEBCON Business Process Suite allows to use an effective correspondence search tool. What you need to search for a document is its catalogue number which you can enter into the system manually or scan it from the paper version. You can also carry out your search by taking into account other document attributes (e.g. the client, reception date, persons responsible, etc.) and in case of documents subject to the OCR process you can search their content for attachments. Each electronic document is versioned during its workflow in the company, which means that the found document contains a complete, detailed history of changes introduced to it from the moment of registration, through approval stage to archivization.
 
ESSENTIAL FEATURES OF WEBCON BUSINESS PROCESS SUITE

In the context of supporting workflows of incoming and outgoing correspondence, the essential features of WEBCON Business Process Suite include:
 
  • support of one-and two-dimensional barcodes allowing document identification and search
  • asynchronous scanning of documents in the background
  • OCR document support for the search of attachments and automatic scan-based document registration
  • possibility to start sub-workflows so that the correspondence registered at the front office can be automatically moved to a workflow path assigned to a given document type
  • possibility to modify the existing workflow in case of changes in business procedures, including modifications made by the IT department on the client’s side
  • full monitoring of the registered and processed documents, including the history of introduced changes.
  • reporting the performance of registration points
  • support for large volumes of data and large numbers of employees
 
Do you have any questions?
Contact me:
michael[at]webcon.com
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