Governance and organisation
Administrative correspondence
Every letter from registration to archive, with a number and a clear path
Administrative correspondence
The Administrative Correspondence system records the organisation's official correspondence through to archiving, in four tracks: external incoming, external outgoing, internal correspondence and circulars. Every transaction keeps its number, path, referrals, replies and attachments in one place, instead of being scattered across email and paper.
Who it is for: For the executive secretariat who register and refer, senior management who sign what goes out in the organisation's name, archive staff, and every employee following what has been sent to them.
The system in a minute
What it offers
-
Incoming and outgoing
Incoming letters are recorded as received with their sender and scanned copy; outgoing letters, internal memos and circulars are written from a template or from scratch.
-
Referrals and replies
Refer to a department or an employee, for action or for information, with a deadline and instructions, plus replies and internal comments on the transaction's path.
-
Signing and sending
An authorised signer signs from "Awaiting my signature" by drawing or uploading a signature; the transaction receives its official number and a frozen copy.
-
Circulars and read tracking
Circulars reach every active employee, and a read report shows who has read them and who has not yet.
What sets it apart
-
Official number on signature
The official number is issued at the moment of signing, and the letter is frozen exactly as issued.
-
From paper to transaction
A paper file opens its transaction by scanning its code or typing its number, and a data sheet prints for the file.
-
Documented closure
Incoming letters close with a note on how they ended, then are archived one by one or in bulk.
Some of its pages
- Correspondence dashboard
- My messages
- Internal inbox
- Circulars
- External incoming
- External outgoing
- External contacts
- Register incoming
- Awaiting my signature
- Correspondence reports
Part of the Safwa Portal
This system works inside the Safwa Portal with all its other systems: one sign-in, permissions for every role, and an audit trail for every action.
Is this system right for your organisation?
We show you the whole system and answer your questions, then suggest the portal systems that fit your organisation.
