Posting and postbook

 

Posting, filing and post book – done!

Administration of paper based documents is still an inescapable task of daily operations. Filing incoming postal mails and sending letters are both time and resource consuming activities which therefore may decrease organizational efficiency. We believe that a posting and post book solution shall not only resolve these tasks, but go beyond and manage all related business processes comprehensively. Only this way can software based operations support be complete.

 

Localization

Thanks to the flexibility of xFLOWer, all forms, templates, documents and processes can be tailored to your exact needs. The basic functionality is based on EU and Hungarian legislation, meaning that the functions are preset to comply with the local legal environment. 
xFLOWer’s flexibility is the key to easy localization and perfect compliance, as the workflow framework adapts to the exact needs in each country we operate in.

International operation

With clients from many Western EU countries, including the Netherlands, Austria and CEE countries such as Poland, Slovakia and the Czech Republic, we have the resources and the experience to make localization projects fast, painless and easy for our customers. 

 

WHY CHOOSE THIS POSTING AND POST BOOK SYSTEM?

xFLOWer Cloud posting and post book provides solution for incoming and outgoing mails in electronic and paper based formats alike. The module records incoming, outgoing and internal mailing activities. In case of postal mails, there is a possibility to use electronic sender records with the automatic completion of accompanying forms. As the module uses timestamps for all documents, it is suitable for official usage. 

 

Paper based of electronic post book?

Based on certain legislation requirements and internal policies, some documents must be recorded in the post book. Usually – should a mailer be available at the company – appointed colleagues are responsible for this task. Traditional post books bare a fixed data content, limiting the usage of the post book. xFLOWer’s electronic post book delivers much more. We believe that the post book is not an isolated „compulsory” administrative task, but a part of more complex business processes which may have significant impact on the business. 
Therefore, filling the post book is a significant part of the operations, and so is the delivery of the related processes. In xFLOWer everything is done within business processes, hence filling the post book is also a part of certain processes. Based on that, filling the post book may start a number of different business processes – with tailored steps, in most cases automatically. Therefore, administration becomes easier and less stressful, as the module completes a number of tasks previously done by administrative colleagues. Besides, it is not possible to erroneously forward a letter and the module also ensures that all related administrational tasks are done in a timely manner and with accurate completion.


Filling postal and other templates 

xFLOWer makes post book recording easier. The system is able to complete all posting related documents and forms from the customer or partner database (such as: Dispatch, Return Receipt, Attorney mail receipt, From Contacts, dispatch sheet...) It goes without saying that there is the possibility to define as many different forms and templates as you need during the implementation period, so the completion of checks, lists, summaries, statements and other documents can be resolved too. The module performs daily closing, check summaries or price calculations as needed. 

 

Envelope and fee management

Addressing the envelopes can be done using data from customer, partner or even employee databases automatically, depending on the letter type. xFLOWer – thanks to its advanced integration abilities – can retrieve such data from different IT systems too, and use them for posting purposes. xFLOWer’s posting and post book module contains current national postal fees and payment rules. However, all these data can be changed during implementation as needed, should your company receive special discounts or differently priced mail delivery methods. Therefore, posting processes are made simpler:

  1. Command xFLOWer to create a post book (or a record in the existing post book)
  2. Choose the mail type and the appropriate weight category (if applicable)
  3. Enter addressees (choose from the database – customer, partner, employee...)
  4. Done! The system calculate the rates based on the mail type, addressee and weight!


Advanced integration – seamless workflow

xFLOWer offers total integration to other systems. Therefore, if an invoice is issued in the billing software, and it shall also be sent by postal mail, xFLOWer automatically starts the processes needed to perform this without human interaction. Of course, electronic invoice forwarding is also possible by using other xFLOWer modules together with the post book module.
By further integrations, mail merges, addressing, enveloping and fee waiver for bulk mails are also made easy. In case of any other system, xFLOWer is able to retrieve data and perform – or delegate - the required tasks.

 

WORKFLOW framework

The xFLOWer posting and post book module is part of the xFLOWer process management framework, including the most required business processes and data sets predefined. Although, all these predefined values can be tailored and expanded as needed during the implementation period or anytime later!
xFLOWer posting and post book is a cloud based solution, however it "only" provides a framework to create a business environment for your company - one in which you don't have to change your systems and operations frequently. Check out the xFLOWer product range - you can access all these features anytime: if you need any of it now, it is available, if it will be needed later, implementation into your existing xFLOWer instance will be flawless.


Workflows and processes

In the xFLOWer posting and post book module, everything is controlled by business processes to which documents are attached. The processes are guiding all colleagues step by step through the administration tasks, so it is not possible to omit any required step of workforce management processes.
Such processes do not end with filing and archiving letters. xFLOWer Cloud offers much more, managing the whole operative lifecycle of postal processes – recording, forwarding bulk addressing and sending, or completing and printing template based documents. Beyond all this, any business process can be managed in xFLOWer. The systems’ abilities are including but not limited to the following process examples:


Of course, you are free to decide what processes you use, however, we will suggest some processes to start with. Posting, filing and post book processes are all included by default.  All these processes can be tailored to your exact needs during the implementation period. In case you would like to use different processes, it is possible! Just have a look at all xFLOWer Cloud modules and find the processes that best fit your needs.

 

data sets

xFLOWer posting and post book module includes customer, partner and employee data sets by default, however, you are free to decide what further types of data you want to store and manage. The possibilities are endless: store customers' company size, location, buying potential, premises, contact persons or unique data types such as foot size, language knowledge, turnover, political relationships or the GM's kids’ names - really whatever you may imagine!
Related to your specialties, information linked to your product or service can be managed at the level of individual offers, or you may create different posting and post book processes for different product or service types.
In case you have existing data sets in different systems, it is possible to establish interface connections to these systems. Hence, there's no need to re-enter existing data in xFLOWer during implementation. 
In case you need different data sets, not only a customer database, it is also possible with xFLOWer. Create data sets for HR, real estate, receivables, accessories, partners or anything else. Posting and post book processes will always be attached to the appropriate data set.

 

Practical example

Paper based posting management example

  1. During letter opening, all documents are filed.  As a part of the filing process, a coworker attaches all documents to the adequate categories defined in the xFLOWer archival plan. 
  2. During arrival and filing, all documents receive a barcode (quasi time stamp) and all are scanned too.
  3.  Based on the filing information, a specific administrational process starts for the document as defined in the xFLOWer process management module. (eg. offer, complaint, official letter, etc.)
  4. During the administration process, new documents might be created. Such documents can be created automatically or with human interaction.
  5. Readymade documents are printed (one by one or in bulk) in a central posting unit. Printing is done by xFLOWer.
  6. xFLOWer then creates the paper based or electronic post book and envelopes, dispatch documents as needed. 
  7. Dispatch documents of sent mails are managed in xFLOWer by automatically attaching them to the case they were involved in. For different events, different actions can be assigned. Eg. in case a letter is dispatched but not taken by the addressee, an automatic resending action may start; or if the letter was not taken for say 30 days, provided services may stop, etc.
     

Ready to use solution

Even the best system can’t provide a complete solution if operational processes are designated erroneously. For this reason, ready – made processes based on international best practices are integrated into all xFLOWer modules, which ensure professional organization of work from the first moment of usage. This unique feature enables business leaders to redefine operational processes solely by appointing coworkers for certain tasks – the rest is done by xFLOWer.
xFLOWer Cloud posting and post book module contains all the above features and enables the definition, management and automation of all operational processes regardless the number of processes, users of documents involved. By automating certain tasks, resources are freed within the organization, hence saving costs, time and energy for your enterprise. Therefore the company is enabled to focus on sales, clients and the constant development of its core competence to retain its competitive edge.