By explaining the word “correspondences” we find out that they are an inbox and outbox mail system. When this concept is applied on a working environment in some sector, this simple concept requires several tools and measures that control this work. Many systems aimed at taking these tools and measures into consideration, with considering the geographical region of the work.

Why (Rasil) ?

Academically speaking, any outbox post needs a controller that makes it distinctive and gives more importance to it and to replying it, and also gives possibility to receiving it by a specific one person when needed. Also, there is a chance to transfer it from a person to another who possesses the same authority after adding comments and instructions, or transfer it from a department to another by means of a certified person until it is called incoming post (inbox mail). This mail may need a reply, so it is transformed in order to become outgoing mail again.

All of that happens without considering the possibility of sending the post and replying it from inside and outside the system and setting the standard for accepting the mail and sending it. After all, it is important to mention the necessity of following up the (sending) operation and tracing its status and if it is archived. All of the mentioned above and even more, made the company present (Rasil) system which fully covered all of these cases by means of a complete study of all the cases and work atmospheres that may make use of this system.

The benefitting sides are all the official and private companies that have outgoing and incoming dealings, and want to control the movement of their dealings electronically.

A Brief Idea about (Rasil) System ?

(Rasil) system is considered a perfect product because it handles all types of dealings and correspondences.

1. Inbox:
 

The system is able to receive the incoming mail, whatever the sort of the dealings may be, depending on two factors:
 
From inside the system: the system gives an automatic registration number to the mail, and directs it to the receptionist’s inbox. The mail is treated automatically such as adding it to the tasks of the receptionist and archiving the attachments, etc.
 
From outside the system: the post that is incoming from outside the system is recorded manually, with adding the attachments (scanning, printing) according to the set authorities for the person in charge. Then, it is sent to the receptionist’s inbox with reference to that it came from the outside, and finally it starts the cycle inside the system so that it can be sent again.

2. Outbox: (sent mail)

The system is able to send mail whatever the type of the dealing may be.
Sending to inside the system: the sent mail is given an automatic number, then it is directed to

the user’s (sent mail) box, then it automatically goes on as mentioned above.
 

Sending to outside the system: the incoming post is recorded manually with adding the attachments (scanning, printing) according to the authorities, and directed to the sending user’s sent mail box, with reference to that it is a mail that is sent to the outside. Then the sending operation goes on according to the rules.

3. Tasks :

The system includes a (task box) for the private tasks of each user. These tasks are saved by the user automatically (sending a dealing, replying another within a specific time, follow-up … etc.) or manually according to the user’s needs (reminder, follow-up). These tasks are linked with the work’s Hijri calendar that is adopted in this system as the primary calendar.

4. Authority Conception:
 
Authorities divide into two levels:
 
(system authorities, correspondences authorities).

(System authorities) are the user’s authorities which are applied on (some user’s account).

The system divides the practical work procedures on which the correspondences’ system is applied on a group of administrations. Each administration has it own manager whose function is giving or banning the authority from a group of users, and changing it from time to time, just in case. This authority can be managed, increased or removed according to the work requirements. The system’s (over all administrator) is able to change the previously mentioned divisions, and to change the (group administrators), add or delete some administrations’ user.
 

(Correspondences authorities) are the dealing’s authorities which are (applied on an outgoing dealing marked with a number in the system).

(Correspondences authority, replying authority, re-sending authority, adding attachments and documents authority, altering authority, suspension authority, giving specific authorities authority, and the original dealing’s owner authorities), all of that mentioned above is managed by the system’s manager or the original owner of the dealing. The original owner of the dealing is the person who creates it no matter if the person is the original sender or the receptionist of an incoming mail.

5. Authorization or Procuration :
 
The system’s user can authorize another user to use a specific dealing by a number set in the system, and the original owner of the dealing is able to limit the procuration’s abilities in using a dealing or a document (sending authority, replying authority, resending authority, adding attachments and documents authority, cancelling authority, altering authority, suspension authority, giving limited authorities authority, and the original dealing’s owner authority), and specifying the date of the procuration’s start and expiry. The authorities can be cancelled automatically, and it is possible to give full authority to a particular person by the over all administrator or any other person whom the over all administrator gave authority for that by means of the group administrators.

The Dealing’s follow-up:
 
The system allows any user to follow up a dealing and the movements it makes as a first option. And it allows a user to know where this dealing has reached according to the user’s account (according to work requirements) as a second option, in addition to showing or hiding the comments, and other authorities that are set by the dealing’s owner or the system’s manager for follow–up operations.