Distributing mail digitally

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Incoming and outgoing mail

Incoming mail is shown upstream under «Mail distribution». The overview provided allows documents to be distributed to individuals and/or mail distribution groups. Mail distribution groups typically include the accounting department, staff or management. Groups can be set up and managed individually.

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Reading and rejecting documents

Once the documents have been distributed, they appear in the addressees’ postbox or under «Invoices». Letters can now be read and processed, and invoices paid. The documents are then tagged and moved into the Archive. If you receive a document via mail distribution for which you are not responsible, you can reject it with the appropriate message.

Taggen

Tagging and archiving documents

You can use tags to assign certain tasks to your colleagues or to prepare the document for the Archive. For example, you can tag an invoice «Ready for posting» so that your colleague in accounting immediately knows what to do with it. Or you can tag a document «2019 taxes» so that you can quickly and easily retrieve it from the Archive for your tax return. You can also use the filter or full-text search to quickly find documents again at any time.

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Adding mail distribution groups

You can create mail distribution groups under «Settings». You can then add to these groups everyone who is allowed to read mail to this mail distribution list. Mail can also be distributed to individuals – depending on who the letter is intended for.

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Assigning roles and rights

Access to specific features can be restricted to certain roles and specific rights can be granted. Rights can be assigned to authorisation groups. Mail distribution regulates who is allowed to read a document, and authorisation groups regulate who can carry out which action with the document.

What are the benefits of mail distribution?

Mail arrives the same day

Clear history

Letters and invoices are promptly processed

All mail is available online

Distribution is secure and encrypted

All you need to know about mail distribution.

Why is there a separate section for mail distribution? Who has access to this?
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Mail distribution is only visible to those who are authorised to distribute mail. «Mail distribution» is the standard authorisation group for this purpose and is given the relevant permissions.

However, it is also possible to create a new authorisation group and authorise this group to distribute mail. This will allow all employees in the group to see the section «Mail distribution».

This section is upstream, as this is where the mail arrives but has yet to be distributed. Once the mail has been successfully distributed, it will land in the Mailbox or Invoices section (if it’s an invoice or a reminder). Only those to which the document has been assigned will effectively see it.

 

What are the benefits of mail distribution?
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Mail distribution allows you to distribute company mail digitally.

You can send documents to distribution groups and/or individuals. This means only intended recipients have access to the document. If mail distribution hasn’t been activated, anyone with access to the account will be able to access the documents

Which subscription includes mail distribution?
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Mail distribution is included in the Business Plus, Premium and Enterprise subscriptions. View subscriptions here.

Which subscription includes authorisations?
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Authorisations are included in the Business Plus, Premium and Enterprise subscriptions. Prices are available here.

Are there different authorisation levels?
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As long as the subscription chosen includes authorisations, the following default authorisation groups are created:

  • All employees
  • Administrator
  • Mail distribution


These come with certain basic permissions but can be subsequently adapted.

Other authorisation groups can be added separately under Settings. Permissions for individual functions (save document, pay invoice, add bank account, etc.) can be set separately for each authorisation group.