Correspondence and Case Management

Reduce costs associated with managing business correspondence by using Nectain to do away with paper.

Incoming correspondence processing

Registration and Classification

Registration and classification are the initial steps in using Nectain to deal with incoming correspondence. This involves inputting the document's basic details, like the customer's Tax ID, reception date, external document number, and more.

Correspondence goes to the owner

After that, the correspondence goes to its owner or the individual whose consent the next step of the process will require. You could also give it to the person who only needs to be aware of it.

Printing a Sticker

The last step in registering a document entails printing a sticker with a derived document number. The sticker will take a barcode form. This is followed by placing it on the document and sending it for scanning.

Necatain scans documents non-simultaneously

This may be a one-dimensional or a multi-dimensional one, which is becoming more and more popular. It can also store a lot more data. You can do this in batches because Nectain scans documents non-simultaneously.

Scan about 60 pages per minute

It is possible to scan close to 60 pages every minute using scanners that perform highly. This is all while maintaining the variables necessary for OCR. Full indexing of the document's content and content search is possible when using the Nectain.

Scan-based document registration

The OCR procedure makes it possible for scan-based document registration. This allows automatic data recognition for values, dates, ID numbers, and more. It is used, for example, in accounting offices.

Faster registration of Documents

This results from the unique nature of these kinds of institutions, where numerous documents are registered over a short period. Additionally, the documents themselves typically follow a specific format.

Forwards a properly registered document

The system forwards a properly registered document in accordance with the designated workflow path. As a result, handling a cost invoice will vary slightly from handling a legal contract or a client letter.

Outgoing correspondence processing

Record the Outgoing Correspondence

Record the outgoing correspondence to properly track every single document that comes from the company. The system records every item sent in the system during the primary workflow with details about the communication channel that was employed.

Automatic Out-List Generation

Automatically generating out-lists is prevalent even in electronic forms. The Polish Post Office uses Electronic Access Channels. The goal is to ensure that the item has left the company to arrive at its destination. Look at when it began its journey, allow for clear identification and determine what happened to it.

Document Templates Utilization

Utilize document templates to streamline the management of outgoing correspondence. Your client can create these in Microsoft Word 2007 or 2010. This is after registering the outgoing document, the case data, and the client data and automatically filling in the barcode.

Sending Digital Version of Documents

In addition to physically shipping the document (for example, through a courier service), you can also send the digital version to your client's email address. Make sure you make additional edits before sending it (typically in PDF format).

Keeping track of correspondence

Paper copies are properly labeled

Paper copies of documents are frequently placed in properly labeled Cases so that clients can catalog the outgoing and incoming mail. Every document is entered into the system and given a case- binder-specific barcode. There is also a sufficient description of its contents.

Default case binder for each type of document

At the reception desk, every type of document has a default case binder type. From that point forward, documents of a specific type will be kept in the case binder. On both sides of the system, it is possible to see a connection between the case binder and the document.

Placing a call to see the information on the case binder

When you call a document, you can see information about the case binder it belongs in. Also, when you call a case binder, you can see information about all the documents kept there. You can place such calls by reading the barcodes on the documents or case binders.

Relating Correspondence

Documents can be connected to each other

Every document entering or departing the company can be connected to other documents that have already undergone registration there. Additionally, you may give it to clients, groups, practices, problems, etc.

Looking through correspondence

Efficient Correspondence Search Tool

An efficient correspondence search tool is part of Nectain electronic document management system. To launch, use the catalog number of a manually scanned or entered document. Other document characteristics, such as the client, the date of receipt, the persons in charge, etc., as well as attachments, can be used to search documents.

Every electronic document is updated to the latest version as it moves through the company's workflow. So, upon finding one, it already has a full history of all the changes made since it was first registered.

Important characteristics of Nectain

Nectain reinforces workflows of outgoing and incoming correspondence by

Enabling one- and two-dimensional barcodes for document search and identification

Offering support for OCR documents in attachment searches and fully automated, scan-based registration of documents

Describing how registration points performed

Scanning documents

Comprehensive tracking of the submitted and processed documents

Support for massive employee numbers and data volumes

The capacity to alter current workflows in the event of alterations to business practices, including those made by the client's IT department

Launching sub-workflows to enable the front desk-registered correspondence to be automatically transferred to a workflow path. The path is for a specific document type