5.0 Key features
5.1 Online tracking and document management Within the secure Hybrid Mail portal, users are able to track and manage documents that have been submitted. Users can delete their submitted records from the print queue for that day. All documents are available for six months after submission and the archive can be searched using a number of criteria including the reference or job number, recipient’s Letterheads and attachments can be added electronically to your documents for later printing. To do this you simply upload a PDF of the letterhead or attachment to the secure online portal from where they can be added to documents as part of the submission process. Letterheads and attachments can then be made available to your entire organisation or to specific departments and users. 5.3 User management New users and departments can be easily created with specific privileges applied to different levels. This function gives you full control over the stationery and attachments that staff can use in document creation. You can also control the printing options as well as letterheads and attachments that users can access to ensure appropriate options are applied. 5.4 Template driven rule creation The ‘document type’ functionality allows the user to create a set of business rules around a specific template, these rules include: Number of pages per document: This can be set to 1 page, 2 page etc or a section of text can be used to split each document out for a mixed number of pages Address Capture Area: Define where your address data sits on the page. The system can then move it to the standard position for the window envelope name or any line within the address block. 5.2 Electronic letterheads and attachments
Print options: simplex/duplex and mono/colour Paper options: selecting letterhead or plain paper Attachments/inserts: adding any electronic or pre-printed attachments or inserts 5.5 Management information The solution provides full management information on the documents you have sent allowing you to monitor and control the printing and postal costs within your organisation. Information can be provided at an organisation, department or user level as required. 5.6 Document integrity Our backend production process operates full tracking of documents from initial receipt through to successful despatch with 100% document integrity being assured at individual page level. Every received document is assigned a unique identifier. This identifier is added to every front page of the document in the form of a non-intrusive 2D barcode (see below) which allows each document page to be identified and tracked through the production process by real-time reference to a matching database entry. This process also ensures that the collation of the document is performed correctly in terms of sequence and overall set integrity, and that all the documents you send have been printed and despatched. 5.7 Security All the data contained in your documents is subject to strict data and physical security processes, a high level overview of which is detailed below. 5.7.1 Data security All parts of the software have full access control measures and users are required to login using a username and password
Hybrid Mail Product Guide / October 2015 / V2
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