e secretary
DESCRIPTION
office mgtTRANSCRIPT
-
I n c r e a s e E f f i c i e n c y I E n h a n c e P r o d u c t i v i t y
Correspondence Automation and Management Software
-
Correspondence Automation and Management Software
eSecretary is a Correspondence Automation and Management Software that is seamlessly integrated with
Microsoft Office. It helps in managing secretarial and organizational tasks, thus increasing efficiency and enhancing productivity in the office environment.
Email Templates for Microsoft Outlook Create email templates from existing emails with easeAssigns unique ID to each email templateFacilitates selection of email templates while replying and drafting emails
Recording Incoming Letters
Facilitates storing of scanned documents
Correspondence Status TrackingAssigns, tracks status and facilitates remark addition
Contact Management Retrieves correspondence for a particular Profiles contacts, assigns multiple categories statusand lists in multiple waysFacilitates any type of document attachment with the contactAssigns unique contact ID for easy referencing
Import contacts from Microsoft Outlook ignoring duplicates
Exports contacts to Microsoft Excel
Quick Retrieval of Past Correspondence Retrieves correspondence for a contact instantly
Retrieves correspondence for internal or external reference number
Lists current (todays) correspondence and documents instantly
Lists correspondence for specific periodLetter Automation with Microsoft Word
Retrieves correspondence based on multiple Builds draft of the letter with recipients address
parameters and body text using templatesSaves letter documents automatically with Template Managementunique document number Profiles templates on the basis of subject matter, Automatically attaches information related to category and provides descriptioncontact and template enabling instant retrieval Assigns a unique template ID for quick
referenceEmail Management
Enables quick creation of templates from Enables archiving of important emails for the documentorganizations records
v
vv
v
v
vv
v
v
v
v
v
v
v
v
vv
v
vv
v
vv
-
v
v
v
v
v
v
v
v
v
Improves self correspondence skills
Quicker production of quality documents
Simplified and incremental back up
Improves security of documents
Assists new entrants in learning skills
faster
Helps in quicker handover of work
Helps in relationship building
Helps to have less-paper-office
Saves time and money effectively
Advantages
- Johann Wolfgang Von Goethe
Letters are among the most significant memorial a person can leave behind them
Saved automatically
with unique document number
A few clicks is all it takes to draft a letter with auto saving
v
v
v
v
v
v
v
v
vv
vv
vv
vv
v v
Prompts for selection of a template while creating a document
Prints list of templates for easy referencing
Facilitates activation/deactivation of templates depending on day to day needs
Imports and exports templates for sharing with different offices/branches
Greeting ManagementKeeps record of special dates i.e. birthdays, anniversary dates, spouses birthday, etc. Reminds about greetings due for the day, for the current week, current month, etc.Automates the process of generating greeting lettersSimplifies mail merge and email merge to build
Group Communication Management greeting letters and emailsPrints labels and envelops for greeting lettersSimplifies mail merge and email merge with
Microsoft Word
Labels & Envelop PrintingCreates groups of contacts for mail merges/
Prints mailing labels in predefined size and email merges and call outsdesired quantity for the selected contacts
Prompts user to choose a template for mail Prints mailing labels of custom size with
merge and email merge Microsoft WordBuilds record of each mail merge/email merge
Prints mailing labels/envelops for mail merge /call out for re-use contacts at one goPrints labels and envelops for the mail merge Prints labels/envelops for the correspondence activity of the day at one go
-
Do these questions sound familiar in your office environment?
Email Productivity with Microsoft Outlook
v
v
v
v
Where do you save emails to create records for the organization?
How do you store emails with other documents of the organization?
How do you retrieve an important email received years back?
How do you provide your email access to colleagues when you're not around?
Knowledge workers get stuck when Microsoft Outlook rules do not help much in dealing with email issues.
eSecretary plug in for Microsoft Outlook, provide simple solutions for email archiving and creating records of
organizational importance.
These solutions not only help in archival of important emails with other office documents but also provide innovative
solutions for email template management that makes creating and replying standard emails faster. The following
list highlights some pain points and solutions there-of.
The SolutionThe Pain
v
v
v
v
v
v
v
v
Outlook slows down because of email overload
Corruption of PST files and challenges related to PST management
Scattered emails across Microsoft Outlook
No mechanism to create email record
No mechanism for one place organizing of correspondence including emails
No re-use and sharing of well drafted email communications with colleagues
Problems in retrieval of emails when employee leaves
Challenges related to managing email attachments
v
v
v
v
v
v
v
Plug-in sits into Microsoft Outlook and work well with the respective software
Archives important emails with options either to move or copy
Creates centralized repository of emails with other documents
Contact centric communication including emails are at one place
Captures templates from existing emails with/ without attachments
Simplifies drafting and replying emails by using email templates with/without attachments
Creates Excel sheets to print email records
-
Business has only two functions - marketing and innovation
- Peter F. Drucker
Advantages for CA Members
eSecretary for CA Members in Practice/Industry and CXOs
Chartered Accountants will benefit by deploying eSecretary software for managing secretarial and
organizational tasks. This will also help in better co-ordination as a result of contact information storage i.e.
storing of information about contacts, letters, emails and communication formats at one central location. It is a
good organising software for communication and for managing co-ordination requirements related to various
meetings held from time to time.
v
v
v
v
v
v
v
Categorizes, profiles and organizes clients information
Builds different lists for client groups and communicates effectively through personalized mailing and emailing by simplifying mail/mail merge features
Keeps track of client centric greeting information and prompts when due as per parameters set
Keeps track of communication received and sent including letters and emails
Builds a repository of templates for letters, emails and other documents to speed up the communication
Attaches client centric documents with client information and enables easy retrieval
Prints mailing labels, envelops at one go, for daily outgoing letters
eSecretary for CA Firms
Solution for Tracking DIN (to be introduced by Income Tax Department)
In the context of introduction of Unique Document Identification Number (DIN) by Income Tax Department,
proposed as mandatory, both the software will help CAs and CA firms to track back their document
submission and incoming communication from IT Dept more efficiently.
In addition, CA firms can implement a similar kind of mechanism for their own use to track back documents
with departments, clients and associates.
-
G O L D C E R T I F I E D
HAZEL INFOTECH LIMITED202/602, Unique Tower, Off S. V. Road,Goregaon (West), Mumbai - 400 062 (INDIA)Tel: +91- 22 - 4226 4444, Fax: +91- 22 - 4226 [email protected]
Corporate Office:701/712A, Embassy Center,Nariman Point, Mumbai - 400021 (INDIA)Tel: +91 - 22 - 2282 4444/3355 4444,Fax: +91- 22- 2282 4440/2204 [email protected]
www.hazelinfotech.com
1800 200 4440
TOLL FREE
EMAIL
www.km4ca.com/supportSUPPORT
Copyright Hazel Infotech Limited 2010. All rights reserved and other names & logos may be property of their respective owners and used for identification purpose only.
A Enterprise TM
Ahmedabad Bhopal Chennai Cochin Delhi Hyderabad Kolkata Mumbai Vapi Accra Amsterdam Antwerpen Colombo Dubai Hong Kong London Nairobi Singapore Shanghai Tehran Ulsan
www.km4ca.com
While technology and processes are important to Knowledge Management, it is people who determine success.
1800 103 4440
www.km4ca.com/templatesTEMPLATE SUPPORT
Tel: +91-22-42264545 +91-22-33046500
Page 1Page 2Page 3Page 4Page 5Page 6