Introduction to the Letters Software from the pooyan Software Suite

General Software Introduction

The Letters software from the pooyan software collection is a powerful tool for managing, composing, sending, receiving, and archiving official correspondence within organizational and municipal structures. This software is designed to eliminate paper-based correspondence, accelerate administrative processes, and increase transparency in internal and external communications. The Letters system enables users to conduct all correspondence on a digital platform while adhering to formal structures and storing its records in an organized manner.

The Main Problem or Need the Software Solves

In organizations, formal correspondence and tracking of written documents are among the most important processes. The use of paper, physical archiving, delays in sending and receiving, loss of documents, and the lack of precise tracking capabilities are common problems in correspondence management. By fully digitizing this process, the Letters software provides a secure, fast, and trackable platform for the circulation of letters, aligning with e-government initiatives and improving productivity in administrative communications.

Key Features and Capabilities

• Creating and composing letters with official formatting
• Sending letters to users, units, and other organizations
• Internal referral with tracking capability and setting response deadlines
• Recording letter number, date, attachments, recipients, and subject
• Automatic archiving of letters with categorization and tagging capabilities
• Advanced search based on sender, recipient, time period, number, and keywords
• Real-time notification of new letter receipt
• Digital signature and access levels based on organizational role
• Ability to attach files, images, and documents to letters

Target Audience and Users of the Software

The Letters software is designed for all organizational and municipal personnel; from secretariats and archive managers to senior executives, legal, financial, urban planning, and service departments. Any unit that requires formal internal or inter-organizational correspondence can use this software and save time, costs, and human resources.

Use Case or Operational Example

Suppose the financial affairs unit needs to send an official letter to the contracts unit regarding the extension of a project's validity. The financial affairs specialist creates the letter form in the Letters software, enters the subject, recipient, text, and attachments, and sends the letter. The recipient is notified of the letter's receipt via their workspace or system notification, reviews it, and responds. The entire process is documented with numbering, timestamping, and digital signatures, and stored in the electronic archive.

Competitive Advantages and Distinguishing Points

• Full integration with Form Builder, Process Builder, Document Builder, and Workspace
• Facilitates tracking of correspondence records with a professional registry system
• Prevents duplicate or erroneous sends with recipient control structure
• Displays the referral chain of each letter in a tree-like format
• Supports digital signatures and high security in correspondence confidentiality
• Compatible with hierarchical structures and multi-unit organizations

Connection with Other Gity Systems

The Letters software is directly connected with other components of the pooyan suite. Letters can be generated and sent from within processes by the Process Builder; users receive notifications via the Workspace; attached documents to letters are stored in Drives; and the letter text can be generated from the Document Builder. Additionally, contact information for letter recipients is retrieved from the Contacts module, and related workflows are tracked through Task Management.

Reports and Informational Outputs

The Letters software provides the ability to generate various management and operational reports. Examples of these reports include the number of letters received and sent within a specific period, response rates of units, tracking status of letters, categorization of letters by subject or sender, and analysis of organizational communications. These reports are customizable and configurable through the Report Builder tool and greatly assist managers in strategic decision-making.