OFFICE ADMINISTRATION

Correspondence & Records Management

Manage official letters, registers, company procedures and approvals.

Follow a letter through the office

Set responsibilities
Decide which department handles the letter and who reviews it.
Register the letter
Record the details and issue an official number from the right series.
Route and follow up
Refer the letter to its next owner and follow it in the worklist.
Review the record
Look up the signatures, postscripts and corrections on the same record.

Start with a ready-made request form

Project Intake already asks for a priority and deadline. Adapt those questions to the request your office handles.

Set your office’s routing

Your organization selects its approvers, register and numbering series for that workflow.

See the form templates

Organization and procedures

Company chart and departments: Build reporting lines, link existing teams, and approve and print a controlled chart revision. Available from Business; company setup and role permissions still apply.
Department codes, reporting lines and responsibilities: Record department names in Persian and English, appoint responsible people and link existing teams to departments.
Approve, preserve and print chart revisions: Keep a working chart while the approved snapshot remains available. Each publication records the revision and the reason for the change.
Systems and Procedures management: The owner appoints the Head of Systems and Procedures. The designated head manages company procedures, responsibilities, standards, approval processes and retention policy.
Procedure codes, applicable standards and retention policies: The appointed head records the procedure, applicable standards and editions, responsibilities, approval process and retention policy. Revisions record who approved each change and why.

Official numbering and registration

Official numbering and indicator registers: Independent company and department series, prefixes, Persian/Gregorian calendars, annual or continuous counters, limits and capacity warnings. Server-issued numbers require an enabled company and an active designated head.
Company and department numbering series: Define the prefix, starting number, digit width and register purpose. Use Persian or Gregorian dates, a workspace time zone and annual or continuous counting.
Number preview, capacity alerts and series closure: Preview the format without issuing a number. Set the upper bound and warning threshold, pause or archive a series and use a successor when its format changes.
Official registration in tasks, forms and documents: Use approved fixed, selectable or deferred registration fields. Task, form-response and document adapters share the protected numbering ledger; finalized values cannot be replaced by ordinary edits.
Fixed, selectable and deferred registration fields: Choose approved series for a task, form or document. The server issues the official value at the configured step. A task created from a form can retain the same official reference.
Registration at submission or finalization: Issue official references when approved internal submissions are saved or when a record is finalized. Public form issuance requires explicit authorization.
Reviewed import of historical registrations: The appointed head reviews historical numbering data before import and preserves existing references in the register.
Numbering diagnostics and audit events: The appointed head can review series counters, record links and pending or failed registration work. The event history attributes policy changes and issuance actions to their actors.

Correspondence and worklists

Incoming, outgoing and internal correspondence registers: Register documents and letters with direction, dates, approved series and finalization. Authorized members can search the register and export the current page as CSV.
Letter metadata, reply references and follow-up letters: Record the subject, sender, recipient, document date, sender reference, priority and archive code. Link replies and follow-ups to the relevant letter number.
Correspondence worklist and filtered export: Find letters by official reference, subject, party, date, direction or approval status. Review overdue referrals and export the records you are permitted to see.
Register search and CSV export: Search the entries you can access and export the current result page. A record can have references in more than one register.

Referrals and confidential access

Correspondence referrals, deadlines and substitutes: Route letters or responses to people, company positions and departments; forward permitted referrals, record results and escalate overdue actions. Single and bulk referrals retain their original response and official references.
Referral tree, onward routing and action results: Send instructions to people, organizational positions or department heads. Authorized recipients can forward a referral, record its outcome or review its route on the original letter.
Bulk referrals from the correspondence worklist: Select up to 50 managed responses, route them together and inspect the outcome for each response.
Position holders, absence cover and overdue escalation: Assign holders to positions and set date-bounded substitutes. Track referral deadlines, overdue notices and the record of who handled each action.
Confidential correspondence and controlled copies: Company administrators assign Normal, Confidential or Secret clearance. Read access, private attachments and full or summary copies respect current membership and clearance; prior signed revisions remain traceable.
Correspondence clearance and full or summary copies: Use Normal, Confidential or Secret clearance. A summary copy shows the subject and official references. Full copies and private attachments require the appropriate access.

Signatures, revisions and audit history

Letter postscripts, revised answers and renewed signatures: Keep the author, reason, previous answers and signatures with each letter revision. The revised letter goes through its required signatures and approvals again.
Private invitations for external letter signers: Invite an external signer to a specific signature field with a private link. The invitation records the signing method and revision. A corrected letter requires a fresh invitation.
Approval and signature checks before final registration: Required fields, signatures and approval groups must be complete for the current revision. A formal correction stays linked to its locked source record.
Formal corrections, voided numbers and issuance history: Open a linked correction for a finalized record, or void a registration with a reason. The original reference and its history are retained.
Approved revisions and traceable registration history: Retain approved chart snapshots, change reasons, issuance events and voided numbers. The designated head reviews historical imports, voids and formal corrections; record access is checked separately.
Private PDF of the letter and its approval evidence: Export the current letter with official references, answers, signatures, approval decisions, postscripts and a content digest. Access follows the letter permissions.

View the Business plan Workflow rules and triggers