Single Window ®
Ventanilla Única® Increase Efficiency in the Management of Your Correspondence
Register the correspondence received, control its distribution and processing, know its status at all times, have traceability of the documents within the organization, manage the response allowing the participation of several people, encode the documents sent, control the defined response times and / or required to solve, reduce effort in review and filing tasks, have management indicators and monitoring tools will allow the organization to increase the level of productivity in the management of correspondence.
The aforementioned process facilitates the coordination and control of the different activities necessary to manage correspondence, facilitating monitoring, traceability and the generation of indicators.
It provides organizations with a unique correspondence management system, facilitating not only the processing of received correspondence but also the control of its responses. Next, the characteristics of the offered solution are presented in detail in terms of the functionality it has:
Detailed functionality
Controls the entry of documents to the organization received through external correspondence.
Facilitates the filing and registration of entry documents.
Control the sequence of a single window.
It allows to identify the documents by means of the use of barcode.
Assign a unique identifier to each document you enter.
Automatically index documents
Control the distribution of correspondence to recipients within the organization.
Handles delivery of copies to different recipients.
Notify via email to each official of the arrival of correspondence.
Control rejections and reassignment of correspondence.
Archive documents that arrive through correspondence using established document architecture.
It enables the generation of specific processes to support the processing of certain documents.
Maintains the traceability of the document within the organization.
It facilitates the monitoring of the management status of each establishment.
Stores the documents, once they are accepted by the recipient user, in the defined document structure.
It allows the generation of response documents based on templates.
Controls the identification sequence of response documents
Records and controls the delivery of exit documents.
It facilitates the parameterization of destination entities, with address, city and country, list of external recipients, list with the possible types of conservation units such as fax, envelope, box, package, etc., list of courier companies approved by the company and types of documents
Profits
The most relevant benefits of VENTANILLA UNICA ® Correspondence are:
Digitization and control of correspondence.
Assignment of a unique filing number with the format that is defined
Preservation of correspondence in digital form.
Automatic distribution of correspondence.
Control of responses and reduction of efforts in their generation.
Control of the traceability of correspondence (incoming and outgoing).
Control by internal and external recipient.
Handling of the legislation and regulations established for correspondence.
Audit processes of correspondence by dependencies.
Organization of the documents received and sent according to the document structure.
One - stop Solution
It is designed based on the solution BPMn® and allows to control the process of reception, distribution, review, and response of the correspondence that the organization receives from customers, suppliers, citizens and other entities that are part of its management environment.