Issues and Challenges Modern Businesses Face Today 

In the rapidly changing times we live in today, organizations in the public and private sector are dealing with an immense amount of correspondence in different forms. Imagine the frustration that comes from the need to manage the complete correspondence from origination to distribution. In fact, the following is a list of challenges modern businesses are facing today with correspondence:

• Managing and keeping track of big amounts of paper documents
• Manually reviewing, commenting, approving and dispatching correspondences
• Optimizing and monitoring employee performance
• Making better decisions due to poor reporting
• Securing information accessibility, storage and delivery
• Ensuring Corporate and Information Governance
• Losing documents and difficulty in tracking document circulations or statuses
• Higher costs associated with multiple document reproduction and printing
• Bottlenecks associated with large piles of documents waiting to be processed

Consequently, every organization must have a system that streamlines the complete lifecycle of correspondence by automating the capture, routing, classification, archiving and reporting guaranteeing total accountability.

Correspondence Tracking

1. Why it’s needed

Organizations today have three main fundamentals to achieve for success and business continuity which are: productivity, flexibility and adaptability. With big data on the continuous rise and correspondence evolving in its various sources (scanned documents, emails, electronic documents, and so on…) the only way to attain the main fundamentals is through an electronic correspondence tracking system as paper-based communication methods are turning obsolete.

Moreover, organizations are expected to respond to different types of correspondences in a timely manner and with high accuracy. Therefore, manually dealing with the massive amount of incoming and outgoing correspondences has resulted in higher processing time, inefficient or unavailable information and increased operational costs.

2. Intalio Correspondence – General overview

We offer a completely integrated fully web-based correspondence automation and tracking system from Intalio, an end-to-end solution enabling organizations to capture, track, , dispatch, manage and archive internal and external correspondence seamlessly.

Our modern correspondence system enables users to write and send correspondence in a manageable and organized way, supporting “go-green” initiatives with the ability to switch to a paperless environment by capturing and storing all paper or electronic documents while handling correspondence circulation in a seamless application.

Intalio Correspondence also ensures a comprehensive and secure workplace by:

1. Improving the organization and filing process of important and confidential documents.
2. Enforcing restrictions and allowing access only to authorized users.
3. Enabling users to find, review, comment, and dispatch correspondences seamlessly.
4. Providing advanced and personalized dashboards and performance monitoring tools for improved efficiency.
5. Allowing seamless access to information anytime anywhere.

What’s new in Intalio Correspondence Tracking 5.3.1?

We have recently launched a new version of our correspondence tracking system – version 5.3.1.  Read on as we further discuss some of the main features and key benefits of this upgrade.

Correspondence Tracking Solutions Features

The Correspondence Tracking System is thoroughly designed to include all the functions an organization needs, though there are many new feature upgrades, the following is a simplified list of the main features that will give your organization leverage:

Type	Category	Feature	Description
Core Feature	Improved User Experience	Revamped Design	A new pleasant design is created to enhance the user experience, taking into consideration the usability, adaptability and navigation while surfing the web interface.
Core Feature	Revamped Architecture	Advanced Correspondence Security	New security models and standards are applied to provide dramatically enhanced security and increase the trust in the system. These security features include: ·         Blackout annotations ·         Watermark with embedded user ID (invisible to the naked eye – cryptography) ·         Electronic stamps ·         Encryption ·         Secured channels
Core Feature	Improved Collaboration	Advanced Viewer	An integrated advanced universal viewer that provides advanced imaging features such as viewing, rotation, zoom, contrast, cleansing, de-skewing, de-speckling, cropping, advanced annotations, stamping, blackouts and image segmentation. The performance is well improved, upload speed, support bigger size, processing speed and exception handling.
		Custom Rules	In order to filter correspondences, users will be able to create new nodes and filter their correspondences based on specific criterion of their choice, it could be by Contact, Department, and Purpose…etc.
		Notifications Module	This module allows the users to filter correspondences according to their stage: delayed, completed or postponed with the ability to set date reminders and alerts or send follow up actions to specific users, along with date reminders.
		Upgraded Recall Transfer	The user is able to recall any sent transfer, and the correspondence will be retrieved from the recipient’s inbox even if it was opened, the access will be removed upon recall. Multiple recall options are available as well.
		Upgraded Delegation module	The user can delegate his tasks to an assigned user who can transfer, reply and approve correspondences on behalf of the initial user. When someone returns from vacation and opens a letter, it is automatically removed from the person it has been delegated to. Delegation on a specific item or based on a specific rule.
		Escalation	Automatic escalation when letters are overdue. Email sent to his manager. Escalation through hierarchy based on predefined duration, and hierarchy map (configuration module) time, urgency and levels.
		Scheduling	This module provides the ability to schedule the execution of various correspondences at predefined times or after specified time intervals. Schedule reminders or notifications or specific actions, (send to receiving entity and sign).
		Correspondence Reminder	Reminder messages can be sent to the recipient of the correspondence in case the reply or action is delayed.
		Merge/Separate Correspondences	The system offers the ability of merging two difference correspondences (like an initial correspondence and an extension one), or separating two correspondences when needed by specifying the related documents of each one.
Core Feature	Smarter Search	Improved Search (NLP, Contextual and Advanced Search)	An enhanced search engine with analytics features providing many types of search for the users such as phonetic search, fuzzy search, wildcard search, etc.…
Core Feature	Cloud Support		Multi-tenant cloud architecture allowing entities to share hosting services in a public or private cloud. Supports the ability to run on a public cloud operated by a third-party provider (such as AWS, Azure, Oracle or Google cloud etc..), or any private cloud infrastructure dedicated entirely to the customer.

 

In addition to  new and  upgraded Correspondence add-ons and extensions that include the following:

Type	Category	Module / Component	Description
Extension	Digital Signature	Digital Signature	In addition to the Intalio Digital Signature Extension, we offer standard Integration with third party Digital Signature software through standard connector.
Extension	Connector	Outlook Connector	An extension designed to simplify the integration between Microsoft Outlook and CTS and allow the users to store and retrieve correspondences from/to Outlook application with offline support.
Extension	Executive Portal	Executive Portal	A light version of CTS which provides elite and VIP users with only managerial functionality in a corporate and fancy layout + advanced dashboards.
Extension	AI Bundle	NLP and Machine Learning: Auto Classification	This feature gives the system the capability to scan the contents of a document and automatically assign categories and keywords based on the document contents.
		Cognitive Services: Object and Image Processing, and Auto Tagging	The systems automatically generate metadata to intelligently tag, store, and manage each piece of information, thus eliminating the need to manually categorize content.
		Cognitive Services: OCR	A multi-tasking tool allowing users to perform Optical Character Recognition (OCR) on images/documents, supporting English, French and Arabic languages.
		Chatbot Assistant	A chatbot assistant is definitely helpful for any system users, where the known FAQs procedure and the old ways of help became boring and not always meet the user expectations.
Extension		Big Data Storage	Support big data storage servers such as Hadoop.

 

Start your transformation today. Request your full product Feature List by contacting us today!

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