Official Correspondence, Traceable End to End
Manage inbound and outbound document flow, the routing/distribution chain and electronic signature approvals in a single system, and eliminate paper traffic.
Where Every Document Is, at Any Moment
An official letter arriving from outside the organization, or a request originating inside it, is registered in the system from the very first touch: a number, date and subject are assigned in line with formal correspondence practice, and the document now exists as a traceable record rather than a piece of paper. After registration, the document is routed to the relevant unit, and that routing doesn't have to stop at a single recipient.
If a letter's subject concerns more than one unit, it can be routed to several units at the same time; each unit runs its own handling process independently, prepares its own response and takes it through its own approval steps. For example, a tender objection letter can land in both the Legal unit and the Procurement unit simultaneously; one prepares a legal opinion while the other performs a technical assessment, and both track their progress from their own screens.
A deadline/SLA tracker is defined for every document: how many days this letter must be answered within is clear from the outset, and as the deadline approaches, the person responsible receives an overdue warning. So the question "who has looked at this letter, and how long has it been waiting" is answered from a single screen, without digging through an email chain, and no document is ever lost or forgotten at any stage.
Signature Approval as a Natural Step of Correspondence
Official correspondence is signed with a qualified electronic signature directly as a step in the process flow, with no switching to a separate signing tool. The letter is drafted, the required opinions and initials are collected, and it automatically lands with the next signatory; the signer never has to download the document and sign it in a separate desktop application, because the flow already delivers it to the right person, in the right order.
When a letter must be signed by more than one authority (for example, first the unit head, then the deputy general manager), the signature chain proceeds in sequence; each signature automatically triggers the next step. The letter's attachments (a technical specification, minutes, photographs) are not kept on a separate file server: thanks to the DMS integration, they are stored with the same versioning and search capabilities, so which attachment a letter was sent with can be found with a single search even years later.
Distribution lists work by the same logic: frequently used recipient groups (for example, "all regional directorates") are defined, a letter is routed to the whole list in one action, and each recipient's handling time is tracked separately. Standard correspondence templates and archiving rules are configured to your organization's existing correspondence discipline: everything from the numbering format to the signing order reflects the institution's own tradition.
- Multi-Unit Routing: a document can be routed to several units at once, and each unit runs its own handling process independently.
- Deadline/SLA Tracking: the number of days each document must be answered within is defined, and an overdue warning is sent as the deadline approaches.
- Electronic Signature Chain: qualified e-signature operates as a step in the flow; when multiple authorities must sign, the chain advances automatically in sequence.
- DMS Integration: letter attachments (specifications, minutes, etc.) are stored in the DMS with the same versioning and search capabilities.
- Distribution Lists: frequently used recipient groups are defined, a letter is routed to the list in one action, and each recipient's deadline is tracked separately.
From Registration to Archive, One System
Inbound Documents
Automatic registration numbers, routing to units.
Outbound Documents
Template-based correspondence drafting, multi-signature chains.
Distribution Lists
One-click dispatch to standard recipient groups.
Deadline Tracking
Aging report of pending documents.
Let's Build Your Correspondence Processes Together
In a 15-minute demo, let's bring one of your existing correspondence flows to life in RiverAI.
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