Paper Mail

Module Overview

The Paper Mail module is used to track incoming and outgoing paper correspondence in your organization. It allows you to maintain a comprehensive overview of all shipments, track their resolution, print envelope labels, and prepare submission forms for the Czech Post.

Main module features:

• Tracking of incoming mail with assignment of handlers
• Tracking of outgoing mail with label printing capability
• Automatic generation of registration numbers in the format number/year
• Integration with the Data Box module (ability to convert a data message to a paper mail record)
• Integration with the CRM module for address selection
• Attachment of files and scanned documents
• Email notifications to handlers
• Printing of submission forms for the Czech Post
• Printing of envelope labels

Module Access

You can find the Paper Mail module in the main menu of the eIntranet system. When you open the module, you will see two main tabs:

• Received Mail - tracking of incoming shipments
• Sent Mail - tracking of outgoing shipments

You can switch between tabs by clicking on the corresponding button at the top of the screen.

User Rights

To work with the module, you need appropriate permissions:

• 0 - No Access: The module is not available
• 1 - Read: You can only view records
• 2 - Write: You can create new records
• 3 - Edit: You can modify existing records
• 4 - Delete: You can delete records

Received Mail

Adding a New Incoming Mail Record

To record new incoming mail, proceed as follows:

1. In the Received Mail tab, click the Add Record/Mail button
2. A form will open for entering information about the received shipment
3. Fill in the following fields:
   • Date of Receipt: The day the shipment was received (automatically pre-filled with today's date)
   • Tracking Number: Shipment number from the post office (if available)
   • Type of Shipment: Select the type of shipment (ordinary, registered, valuable, parcel, etc.) - field is displayed if activated in settings
   • Domestic/International: Choose whether it is a shipment within the Czech Republic or from abroad - field is displayed if activated in settings
   • Received By: Select the employee who received the shipment (automatically pre-selected logged-in user)
   • Branch/Office: Select or enter a new branch that received the shipment

Entering the Sender

You can enter the sender in two ways:

1. Selection from History: In the Sender field, select from previously used addresses or enter a new address
   • The field allows both selection from existing addresses and direct entry of a new address
   • The history is automatically populated from previous records
2. Selection from CRM Module: If you have the CRM module active, you can select the sender from the CRM database
   • Select a company, branch, or contact
   • The address will be automatically filled in, including street, city, and postal code
   • Three levels are available: Company, Company Branch, Contact Person

Assigning Handlers

Each received shipment must have an assigned handler:

• Handled By/Will Be Handled By: The main handler who should process the shipment (required field)
• Additional Handlers: You can add other users who will participate in the processing

If Send Email to Handlers is enabled in the company settings, the main handler and all additional handlers will automatically receive an email notification about the shipment assignment.

Resolution Status

Each record has an assigned status:

• New: The shipment has been registered but has not yet started being processed
• In Progress: The shipment is currently being processed
• Resolved: The shipment has been completely processed

You can change the status when editing a record or directly in the table overview by clicking on the current status.

Content and Description

In the Content/Description field, write a brief description of the shipment's content or the reason for its delivery. This information will help you quickly identify the shipment later.

Attachments and Scanned Documents

You can attach scanned documents or other files to the record:

1. In the Attachments/Scanned Documents section, use the drag and drop function to upload files
2. You can upload up to 60 files, each file can be up to 100 MB
3. All common formats are supported (PDF, JPG, PNG, DOC, XLS, etc.)
4. You can remove uploaded files at any time by clicking the cross next to the file

Saving the Record

After filling in all the information, click the Save button. The system automatically:

• Generates a registration number in the format number/year (for example 15/2025)
• Saves the record to the database
• Sends email notifications to handlers (if the function is active)
• Displays the record in the table overview

Sent Mail

Adding a New Outgoing Mail Record

To record new outgoing mail, proceed as follows:

1. In the Sent Mail tab, click the Add Record/Mail button
2. A form will open for entering information about the sent shipment
3. Fill in the following fields:
   • Date of Dispatch: The day the shipment was sent (automatically pre-filled with today's date)
   • Tracking Number: Shipment number from the post office
   • Delivery Status: Current delivery status of the shipment - field is displayed if activated in settings
   • Type of Shipment: Select the type of shipment - field is displayed if activated in settings
   • Domestic/International: Type of shipment - field is displayed if activated in settings
   • Sent By: Select the employee who sent the shipment (automatically pre-selected logged-in user)
   • Branch/Office: Select or enter the branch from which the shipment was sent

Entering the Recipient

You can enter the recipient in the same way as for received mail, in two ways:

1. Selection from History: Select from previously used addresses or enter a new one
2. Selection from CRM Module: Select a company, branch, or contact from the CRM database

IMPORTANT TIP for Label Printing

If you want to print envelope labels, enter the address in the following format with commas as separators:

Company Name, Street and House Number, City, Postal Code

Example of correct format:

ABC Ltd., Main Street 123, Prague 1, 110 00

This format will allow the system to correctly split the address into individual lines when printing labels.

Content, Description, and Attachments

Just as with received mail, you can enter the content/description of the shipment and attach files:

• Describe the content of the shipment or the reason for sending it
• Upload copies of sent documents or other related files

Record Filtering

The module offers advanced filtering options for both received and sent mail.

Filters for Received Mail

By clicking on the Filter card, you can use the following criteria:

• Type of Shipment: Filtering by shipment type (if the function is active)
• Domestic/International: Filtering by type of mail (if the function is active)
• Registration Number: Search for a specific record by registration number
• Received By: Filtering by the person who received the shipment (option to select multiple people)
• Date of Receipt: Time range from-to
• In Content/Description: Full-text search in shipment description
• Status: Filtering by resolution status (New, In Progress, Resolved) - option to select multiple statuses
• Branch/Office: Filtering by branch (option to select multiple branches)
• Handled By: Filtering by assigned handler (option to select multiple users)
• Sender: Search in sender's address

Filters for Sent Mail

For sent mail, the following filters are available:

• Type of Shipment: Filtering by shipment type (if the function is active)
• Domestic/International: Filtering by type of mail (if the function is active)
• Registration Number: Search for a specific record
• Sent By: Filtering by the person who sent the shipment (option to select multiple people)
• Date of Dispatch: Time range from-to
• In Content/Description: Full-text search
• Branch/Office: Filtering by branch (option to select multiple branches)
• Recipient: Search in recipient's address

Working with Filters

1. Open the filter card by clicking on the header
2. Set the desired criteria
3. Click the Search button
4. To clear all filters, click the Clear Filter button

If any filters are active, the Filter section name is displayed in bold and red.

Filter by Year

At the top of the table, you can select the year for which you want to display records:

• The selection displays years from the oldest record in the registry to the present
• The current year is automatically selected
• To display all records regardless of year, select the All option

Table Overview

Displayed Columns - Received Mail

The received mail table contains the following columns:

• Reg. No.: Registration number in the format number/year
• Date of Receipt: Date of shipment delivery
• Type of Shipment: Type of shipment (if the function is active)
• Dom./Int.: Type of mail (if the function is active)
• Tracking No.: Number from the post office
• Branch/Office: Place of receipt
• Received By: Person who received the shipment
• Sender: Sender's address
• Content/Description: Brief description of the shipment
• Handled By: Assigned handler
• Status: Current resolution status
• Actions: Buttons for editing, deleting, attachments

Displayed Columns - Sent Mail

The sent mail table contains these columns:

• Reg. No.: Registration number in the format number/year
• Date of Dispatch: Date of shipment dispatch
• Type of Shipment: Type of shipment (if the function is active)
• Dom./Int.: Type of mail (if the function is active)
• Delivery Status: Delivery status (if the function is active)
• Tracking No.: Number from the post office
• Branch/Office: Place of dispatch
• Sent By: Person who sent the shipment
• Recipient: Recipient's address
• Content/Description: Brief description of the shipment
• Actions: Buttons for editing, deleting, attachments

Working with the Table

The table offers standard functions for working with data:

• Sorting: Click on a column header to sort ascending or descending
• Search: Use the search field in the top right for quick full-text search
• Number of Records: In the top left, you can change the number of records displayed per page (10, 25, 50, 100, or all)
• Export: Excel, Print, Show/Hide Columns buttons allow export and display customization
• Pagination: Use the buttons at the bottom to navigate between pages

Quick Editing in the Table

You can change some values directly in the table without opening the edit form:

• By clicking on the status for received mail, you can change the resolution status
• By clicking on some other fields, you can edit the value in place

Printing Envelope Labels

For sent mail, you can print address labels in A4 format (70 x 42.3 mm).

Label Printing Procedure

1. In the Sent Mail tab, click the Print Envelope Labels button
2. A form will open with a label layout (3 columns x 7 rows = 21 labels per page)
3. For each label field, select an address from the dropdown list
   • Only addresses that were entered in the correct format with commas are displayed
   • Format: Name, Street, City, Postal Code
4. Optionally, check the Print Including Last Registration Number option
   • This option will add the last registration number of a shipment sent to that address on the label
5. Click the Create for Print button
6. A new window will open with a document ready for printing
7. In the print dialog, set:
   • Recommended browser: Google Chrome
   • Margins: none or minimal
   • Scale: 100 percent
8. Insert a sheet with A4 labels (70 x 42.3 mm) into the printer and print

Tips for Label Printing

• Before actual printing, try printing on regular paper to verify correct placement
• Some printers may require fine-tuning of margins
• Recommended labels: Office labels A4 70 x 42.3 mm white
• You don't have to fill in all fields - only fill in those you need to print

Submission Form for Czech Post

The module allows you to prepare a submission form for bulk submission of shipments at the Czech Post.

Procedure for Creating a Submission Form

1. In the Sent Mail tab, click the Submission Form for Czech Post button
2. In the first step, fill in the header information (on first use):
   • Submitter: Name of your organization
   • Sender: Name or department of the sender
   • Customer Card Number: Your number at Czech Post (if you have one)
   • Price Payment: Select payment method (cash, transfer, payment machine, credit, postage stamps)
   • To Note: Select what should be displayed in the note (registration number + type of shipment, registration number only, type of shipment only, or nothing)
3. This information is automatically saved on first creation of a submission form and will be pre-filled on subsequent generation
4. Select up to 10 shipments for submission:
   • Only shipments with a dispatch date younger than 14 days are displayed
   • If you have active filters, only shipments matching the filter are displayed
   • For each shipment, you can enter:
     • Recipient: Select from the list (displays dispatch date, address, and sender)
     • Cash on Delivery: Cash on delivery amount (if applicable)
     • Declared Value: Shipment value (for valuable shipments)
     • Additional Services: Other Czech Post services (e.g., delivery confirmation)
5. Click the Generate button
6. A new window will open with a submission form ready for printing
7. Print the submission form and take it with the selected shipments to the post office

Tips for Submission Form

• You can put a maximum of 10 shipments on one submission form
• If you need to submit more shipments, create multiple submission forms
• Use filters for faster shipment selection (e.g., by type of shipment or dispatch date)
• Header information only needs to be filled in once, it is saved for subsequent use

Integration with Data Box Module

If you have the Data Box module (ISDS.cz) active, you can convert a received data message to a paper mail record.

Converting a Data Message to Paper Mail

1. In the Data Box module, open the received message
2. Click the button or link Transfer to Paper Mail
3. The system automatically creates a new received mail record and pre-fills:
   • Date of receipt according to the message delivery date
   • Sender according to the data message sender
   • Content/description according to the message subject
   • Handler according to the default setting in the configuration
4. Add other necessary information (branch, status, etc.)
5. Save the record

ISDS Integration Settings

The administrator can activate and configure integration in the module settings:

• Allow Receiving from ISDS: Enables/disables the ability to convert data messages
• Default Handler from ISDS: Setting of the user who will be automatically assigned as the handler of converted messages

Record Notes

You can add notes to both received and sent mail records.

Adding a Note

1. Open the record detail by clicking the edit button
2. At the bottom of the form, you will find the Notes section
3. Enter the note text
4. Click the Add Note button

Each note contains:

• Name of the user who wrote the note
• Date and time of writing
• Note text

Notes serve to maintain a chronological record of the shipment processing progress.

Module Configuration

Administrators with appropriate rights can configure the module's behavior. You can find the settings by clicking on the Settings link in the top right corner of the module.

Types of Shipments

You can enable/disable the Type of Shipment field and define a custom list of types:

• Use Types of Shipments: Enables/disables the display of the Type of Shipment field
• List of Types of Shipments: Define custom values (e.g., Ordinary, Registered, Valuable, Parcel, Registered Parcel, etc.)

Domestic/International

You can enable/disable the field for distinguishing the type of mail:

• Use Domestic/International: Enables/disables the display of this field

Delivery Status of Sent Mail

For sent mail, you can activate delivery status tracking:

• Use Delivery Status: Enables/disables the Delivery Status field for sent mail
• Status Configuration: Define custom statuses with text and color
  • Status text (e.g., Sent, In Transit, Delivered, Returned)
  • Text color (hexadecimal value, e.g., 000000 for black)
  • Background color (hexadecimal value, e.g., ffff00 for yellow)

Email Notifications

Settings for whether to send email notifications to handlers of received mail:

• Send Email to Handlers: Enables/disables automatic email notification when a shipment is assigned

Integration with ISDS

• Allow Receiving from ISDS: Enables/disables the ability to convert data messages to paper mail
• Default Handler from ISDS: Select the user who will be automatically set as the handler

Czech Post Submission Form - Header Information

You can set default values for the Czech Post submission form:

• Submitter
• Sender
• Customer Card Number
• Price Payment

Common Work Procedures

Receiving a Shipment and Assignment for Processing

1. A reception employee receives a shipment and opens the Paper Mail module
2. In the Received Mail tab, clicks Add Record/Mail
3. Fills in basic information (date of receipt is pre-filled)
4. Enters the sender (either from history or from CRM)
5. Describes the shipment's content
6. Assigns the responsible handler
7. If the shipment is scanned, attaches the PDF file
8. Saves the record
9. The handler receives an email notification (if the function is active)

Processing Received Shipment

1. The handler receives an email notification or opens the Paper Mail module
2. Uses the Handled By filter and selects their name to see their assigned shipments
3. Clicks on the record to edit
4. Changes the status to In Progress
5. During processing, can add notes about the progress
6. After completion, changes the status to Resolved

Bulk Mail Dispatch

1. An assistant prepares shipments for dispatch
2. Creates a record in the Sent Mail tab for each shipment
3. When entering the recipient, uses the format with commas: Company, Street, City, Postal Code
4. Fills in the type of shipment and other necessary information
5. After creating all records, clicks Print Envelope Labels
6. Selects addresses for label printing and prints
7. Sticks labels on envelopes
8. Clicks Submission Form for Czech Post
9. Selects shipments, fills in any cash on delivery and additional services
10. Generates and prints the submission form
11. Takes shipments with the submission form to the post office
12. After submission, adds tracking numbers to the records

Converting a Data Message to Paper Mail

1. In the Data Box module, you receive a new message
2. Open the message detail
3. Click Transfer to Paper Mail
4. The system creates a new record with pre-filled information
5. Check and possibly modify the information
6. Assign the correct handler (if the default is not correct)
7. Save the record

Frequently Asked Questions

I Cannot Add a New Record

Possible Causes and Solutions:

• Check if you have write permission (at least level 2)
• If the Add Record/Mail button is inactive, contact the administrator to grant rights

I Don't See the Type of Shipment or Domestic/International Field

Solution:

• These fields are optional and are only displayed if activated in the module settings
• Ask the administrator to activate these fields in the settings

Handler Did Not Receive Email Notification

Possible Causes and Solutions:

• Check if the handler has a correctly filled email address in their profile
• Verify that the administrator has enabled sending emails to handlers in the module settings
• Check spam/junk mail

Labels Are Not Properly Aligned When Printing

Solution:

• Use Google Chrome browser for printing
• In print settings, choose Margins: none
• Make sure the scale is set to 100 percent
• Try a test print on regular paper first
• Some printers may require fine-tuning - consult with IT department

I Don't See Some Shipments in the Submission Form

Possible Causes and Solutions:

• Only shipments with a dispatch date younger than 14 days are displayed
• If you have active filters, only shipments matching these filters are displayed
• Try clearing filters or modifying the shipment's dispatch date

I Cannot Select an Address for Label Printing

Solution:

• For label printing, the address must be entered in the correct format with commas: Company, Street, City, Postal Code
• Edit the record and enter the address in the required format
• After saving, the address will be available for label printing

I Cannot Change Shipment Status

Possible Causes and Solutions:

• Check if you have edit permission (at least level 3)
• Some changes require opening the edit form

I Don't See Records from Previous Years

Solution:

• At the top of the table, there is a filter by year
• Change the selected year or select the All option to display all records

Tips and Tricks

Efficient Work with Filters

• Combine multiple filters at once for more precise results
• Use the Handled By filter for a quick overview of your assigned shipments
• Date filter is useful for monthly closings
• Use full-text search in content/description to quickly find a specific shipment

Organizing Work with Branches

• Use consistent branch names - the system remembers them and offers them in history
• For different types of offices, you can use prefix designation (e.g., Prague - Headquarters, BRNO - Warehouse)

Attachment Management

• Before scanning documents, combine them into one PDF file - it makes work easier
• Use descriptive file names before uploading
• For large amounts of documents, consider reasonable file size (PDF compression)

Using Notes

• Record important processing steps in notes
• Notes are useful when transferring a shipment to another handler
• Include phone or email contacts with the sender/recipient in notes

Data Export

• Use the Excel button to export to a spreadsheet processor
• Before export, set desired filters - only displayed records are exported
• For printing a list, use the Print button - a printable version of the table will open

Integration with CRM

• If you frequently communicate with the same companies, enter them through CRM - you'll save time on repeated entry
• In CRM, you can have multiple branches of one company stored with different addresses
• CRM contacts already contain complete addresses including postal codes

Security and Access Rights

Access Rights Levels

The administrator can set different access levels for individual users:

• Level 1 - Read: User sees all records but cannot create or edit them. Suitable for management or controlling.
• Level 2 - Write: User can create new records. Suitable for reception or secretariat.
• Level 3 - Edit: User can modify existing records. Suitable for department heads.
• Level 4 - Delete: User can delete records. Suitable only for administrators or senior staff.

Deleted Records

Records are never permanently removed from the database, only marked as deleted:

• A user with delete permission can view deleted records by clicking the Deleted button
• Deleted records can be restored
• In the overview of deleted records, you see who and when deleted the record

Related Documentation

For efficient work with the Paper Mail module, we recommend familiarizing yourself with the following modules:

• Data Box (ISDS.cz): For electronic communication with authorities and converting messages to paper mail
• CRM: For managing the database of companies, branches, and contacts that you can use as senders/recipients
• Tasks: For advanced management of tasks related to mail processing
• Documents: For managing and archiving all documents including correspondence

Support and Help

If you have questions about using the Paper Mail module or encounter problems:

1. Study this documentation and the Frequently Asked Questions section
2. Contact your system administrator
3. Use the eIntranet helpdesk system to record the issue
4. In case of technical problems, contact eIntranet.net support