Correspondence reaches the right owner and case
A letter arrives on paper, an electronic message enters another inbox and the response is prepared by a different department. AMODIT connects registration, routing, tasks, dispatch and archiving so incoming, outgoing and internal correspondence has an owner, deadline and complete history.
From receipt to confirmed action
When each channel works separately
The mailroom registers paper, another team manages electronic inboxes and hand-off information stays in email. It becomes difficult to confirm who received a letter, whether a response was prepared and where the original document is stored.
When correspondence follows a workflow
Each item receives metadata, a category and an owner. Rules can route it to a person or team, while tasks, deadlines, substitutions and acknowledgements support further action. Where configured, AI OCR can assist with extracting data from scans: it recommends, while a person validates and approves.
The complete route for a letter and response
The correspondence management system organises each item whether it starts as paper, a scan, an electronic message or an outgoing letter.
1. Register incoming items
The mailroom or designated team records sender, date, category, description and attachments. Paper workflows may include scanning, barcodes, splitting multi-document scans and tracking the original.
2. Create a case
An inbox message can open a case automatically. Rules may select the route using sender, recipient, category or other recorded data.
3. Route with confidentiality
The item reaches the relevant person, team, branch or entity. Permissions can restrict confidential mail or items that should remain unopened by the mailroom.
4. Manage tasks and deadlines
The recipient can receive a response, acknowledgement or hand-off task. Due dates, reminders, substitutions and escalation rules support timely completion.
5. Prepare outgoing correspondence
The workflow can cover dispatch approval, address books, envelope printing, service selection and data transfer to postal or courier services.
6. Link and archive
Incoming letters and responses form a thread. Documents, dispatch statuses, evidence and task history stay with the case and can move to the electronic archive.
A mailroom for different channels and structures
The internal register covers correspondence, mailroom and archive projects for 68 customers across 76 projects. It includes paper, electronic and hybrid models as well as multi-branch and multi-entity organisations.
Paper and scanned documents
Registration, scanning, barcodes, scan splitting, original-document hand-off and controlled handling of physical records.
Electronic inboxes and delivery services
Recorded scopes include inbox synchronisation, messages, files, statuses, evidence and dispatch through agreed electronic channels. Available functions depend on the service and configuration.
Multiple entities and branches
The process can route correspondence by legal entity, location, inbox or recipient while applying common reporting and oversight rules.
Records classification and retention
Advanced scopes include file plans, case registers, retention dates, upcoming-deadline reports and controlled disposal or retention extension.
We will review incoming and outgoing channels, entity structure, confidentiality rules, routing and the actions that follow registration. This keeps the project focused on the end-to-end process rather than a stand-alone correspondence log.
Describe your channels, entities, mail types and current challenges. We will show how AMODIT can connect registration, routing, action and archiving.
Correspondence management FAQ
1Can AMODIT handle paper and electronic correspondence?
Yes. Recorded scopes include paper, scans, electronic messages, outgoing correspondence and hybrid models. The specific route follows the channels used by the organisation.
2Can access to confidential correspondence be restricted?
The workflow can route documents to selected people or teams and apply permissions based on correspondence type. The register also includes confidential and unopened mail scenarios.
3Can AMODIT connect to electronic delivery services?
Recorded projects include integrations for receiving and sending messages, files, statuses and delivery evidence. The current scope should be selected for the service, number of inboxes and organisation’s configuration.
4Can correspondence trigger tasks or other workflows?
Yes. A letter can start a response task, acknowledgement, deadline or another workflow. Recorded scopes also connect correspondence with archives, employee files and client systems through APIs.
5Can the system support multiple entities or branches?
Recorded projects include multi-entity, multi-branch and multi-inbox configurations. Permissions, numbering, routing and reporting are designed for the specific structure.