CORRESPONDENCE

MANAGEMENT SYSTEM

TECHNOLOGY PARTNER FOR ALL ENTERPRISE REQUIREMENTS

 Founding Period
2002
E R V IC ES
S

Enterprise Application Enterprise Content

Development Management Consulting

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Universities
Corporate.
Government

Medical Retail
CORE FOCUS

Neologix helps
Enterprises use
Information Technology
to solve problems,
improve productivity and
be an active part of their
success.
 PORTFOLIO
Retail

Government

Financial

Hospitality

Oil & Gas

Healthcare

Automobile

Universities
Correspondence Management System
– Microsoft SharePoint
 Correspondence Management System

Correspondence Management is the process of receiving,

recording/logging, appropriately processing and responding to
and creaBng an audit trail of correspondence received.

The Correspondence Management system
provides an electronic means of storing,
retrieving, and rouBng correspondence for
review and approval.
Features of Correspondence Management System

•  Easily create, manage and track •  Route incoming or outgoing internal

internal or external correspondence between users or
correspondence departments

•  History and audit trail of all •  Create correspondences from pre-

correspondence defined templates

•  Correspondence archiving & •  Comprehensive Version Control

viewing
•  Barcode inserBon & search in
•  Users can create and assign tasks Correspondence
in response to correspondence
•  API based integraBons with external
•  E-mail noBficaBon to users of systems can be included (Based on
new correspondence, changes, AuthenBcaBon & AuthorizaBon)
or assignments
Features of Correspondence Management System

Can Integrate

•  Digital Signature using Third Party SoUware like DocuSign, Adobe E-Signatures etc

•  Customizable forms and workflows using third party soUware Nintex

•  Customizable reports using tools like Chart.js, Power BI, Tableau etc

•  SMTP, scanner & SMS gateway

 OTHER HIGHLIGHTS

•  CompaBble with SharePoint 2016 On Premises / Office 365

•  Customized User Interface according to Client Requirements

•  Custom Development according to Client Requirements

•  Customized Work Flows based on customer requirements

•  AcBve Directory Integrated

•  Responsive Design / Mobile Friendly

 Reduces no of physical
document movement

Increase Overall Business Improves control of data

Efficiency integrity

Track correspondences to
improve / redesign business Improves responsiveness &
decision making
process

Improves accountability & Improves knowledge

Transparency sharing & collaboraBon

Increase Efficiency by
automaBng processes
 •  Statement of Work
•  Budgetary EsBmate
DIAGNOSTICS

•  FuncBonal Requirement Document ( FRD)

•  Fit Gap Analysis Sheet
ANALYSIS •  Project Charter

•  Project Plan & Deployment Plan

•  Technical Design Document
DESIGN •  Prototype

•  System ConfiguraBon
•  Code Development

OUR PROVEN •  SoluBon TesBng

DEVELOPMENT

PROCESS
•  End User TesBng
•  Performance TesBng
DEPLOYMENT •  User Acceptance TesBng

•  Post ProducBon Support

•  The soluBon and Knowledge transfer to the customer
OPERATIONS
 •  User Roles

•  Correspondence Flow

•  Interface Design

•  Workflows / Templates / Forms

OUR SOLUTION •  Digital Signature

OUTLINE
•  Scan / Emails

•  ReporBng
 USER ROLES
•  The following are the user roles we have designed based on our experience with
government insBtuBons. These can be changed and implemented based on your
organizaBons requirements

•  Collects External / Internal

Mail Secretary / Office Correspondence and Assigns to different
departments

•  Create Correspondence
•  Receive correspondence for forwarding or
Secretary assigning from other departments.
•  Open and Re-open Correspondence
•  Archive Correspondence

•  Users who verify , approve / reject

Directors correspondence

Managers / Task Owners •  Users who can do tasks themselves

CORRESPONDENCE PROCESS FLOW

Correspondence created and managed in the same Office

CORRESPONDENCE PROCESS FLOW

Correspondence Assigned to MulBple Task Owners

CORRESPONDENCE PROCESS FLOW
Done Done
Department
Secretary (A)
Rejected Approval
Director A
Allocated Allocated

Department Department
Secretary (B) Secretary (C)
CC Email CC Email
Notification on Creation Rejected Rejected Notification on Creation
Approval Approval

Director B Director C
Assigned Assigned

CC 1 CC 2

Completed Completed
Email Email
Notification Completed Completed Notification

Employee 1 Employee 2

Department Department
Task List Task List

Correspondence Assigned to MulBple Departments

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HASSLE FREE ENGAGEMENT
www.neologix.ae

info@neologix.ae

+971 - 521043226