Functionalities
The CBOX solution for Single Window for Official Registration and Correspondence (based on the popular electronic document management platform ABOX) allows, by means of a very simple parameterization protocol, to offer the automation of the correspondence process from beginning to end, including a wide functionality in each one of its stages.
The functionalities include:
- Digitization, including management of scanning queues and integration with scanner through the image module.
- Manual indexing using mandatory and/or searchable metadata.
- Indexing of secondary attachments to documents and generation of cross-references.
- Classification in electronic files.
- Handling of consecutive official exit registration according to the standards defined by the company or the legislation of the country (e.g. archiving laws).
- Handling of forms for sending by courier or printing of guides.
- Optional sending of outgoing files by e-mail including electronic attachments.
- Digitization and management of sent and fulfilled communications.
- Possibility of marking acknowledgements of receipt and returned files with their cause.
- Massive management of acknowledgements of receipt of couriers.
- Management reports and statistics generation of the registration process per user and per procedure.
- Volume of incoming and outgoing communications by period, dependency and other parameters.
- Volume of internal communications by period, dependency and other parameters.
- Status of communications (filed, in process, sent, received), with indication of cancellations and rejections.
- Control of pending and realized answers, with their expirations.
- Reception of individual physical documents or batches including loading from flat files or Excel formats.
- Fax reception, through integration with Fax solutions.
- Completion of the reception form including different information such as: Issues, Regional/Point of Residence, Sending Entity, Signatory, City, Department/Province, Number of pages, Number of annexes, Digitalize Option (Yes/No), Observations, etc.
- Handling of consecutive official registration of entry according to the standards defined by the company or the legislation of the country (e.g. archiving laws).
- Generation of self-adhesive or printed registration label including barcode for identification.
- Configuration of users, dependencies and matters or procedures.
- Distribution of documents and physical annexes including shifts or rounds.
- Notification to users by e-mail including links for direct access to the document.
- Routing of digital documents through a preconfigured status workflow.
- Acknowledgement of receipt, return or reassignment of the addressee, keeping records of the persons through whom the document passed.
- Inclusion of responsibility-assignment processes.
- Control of expiration of terms and configuration of alarms.
- Elaboration of answers in predefined templates.
- Document version management.
- Upload of documents from the client to the folder or file ( drag&drop).
- Management of internal memorandums with copies sent to related officials.
- Routing of documents to the exit window for filing, printing and signing, scanning, and sending by courier or courier.
- Viewer of PDF, PDF/A, MS Office, Email, TIFF and multimedia formats without having to download them.
- Identification of the document within a set of preset typologies (approx. 100 types with their icons).
- Storage in electronic records.
- Access to documents and files according to profile.
- Cross-references of common documents to a file or procedure.
- Queries for keys to documents.
- Display of the file in tree or folder style with tabs.
- Handling of notes and comments according to creation profile or query.
- Consultation of the status and traceability of the procedure.
