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Maarch LetterBox/User Guide

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Log in the application

Before you can use Maarch LetterBox, you have to log in. Here is the log-in page :

Enter your login and password and click the "send" button to access your account.

Using Scansnap

Once you are logged in, just switch the scanner on, load your documents in it and push the green button (scan) to begin the scan.

Maarch LetterBox opens then on the indexing page la page:

Mandatory indexes are shown with a red star.

The screen is divided in two parts: on the right side is the document you have just scanned, and on the left side, you will find the following form:

From Letterbox 2.3: You can create a new virtual folder when registering a new document. This features allows to group all your mail referring to the same matter. By default, a new folder is opened, but you also can attach the document you are registering to an already existing thread. (cf. §5.4)

Description of the indexes to fill:

Type of the mail: choose the type of the letter you are registering. The list can be changed by the admin.
- It is then possible to browse for the document you want to send in the field that just appeared.
Mail: you must choose here between incoming or outgoing mail, the indexes to fill are not the same depending on which one you choose:
- For incoming mails (default):
  - The priority of the mail: 'normal' (default), 'high' or 'very high'
  - The mail date: it is the date when the mail was written (the field is filled with the date of the day)
  - The reception date of the mail (the field is filled with the date of the day)
  - The sender: to choose in a list. You can also define a new sender (choose "Define the sender" in the list)
  - Mail type: to choose in a list, 'simple mail' is default
  - The object of the mail: self explanatory
  - The Recipient department : the department that will process the mail
  - The Processing deadline (depends on the type of the mail. Pre-set field, but you can modify it). From version 2.4 on : processing deadline can be disabled for a mail.
  - The Mailing list: choose the person that will process the mail and the cc-ed people. To edit the mailing list click on "Modify the mailing list"
- For outgoing mails:
  - Priority
  - Mail date:
  - Sender: To choose in the list of LetterBox Users
  - Mail type
  - Object
  - Sending Department

The following actions are then available (according to user rights):

Diffuser: Send the mail to chosen people
Send the mail to validation: send the mail to people entitled to validate it
Cancel : cancel the current registering and close the window

Classic mail indexing

You may receive emails with attached files you would want to store in LetterBox. You may also want to store a document on your computer. You can easily register it in Maarch LetterBox.

Click on "Register a mail" in the Menu or on the home page and a window pops:

This page's form is quite the same as the one for ScanSnap indexing. The same indexes are asked. However, in this page, you must indicate the file you want to register: Click on the "Browse" button and browse for the file you want to index. As for ScanSnap indexing, three actions are available: "Distribution", "Send the mail to validation" et "cancel" ("Cancel" brings you back to home page).

Using the mailing lists

The Mailing list depends on the targeted department. To edit it, click on "Modifier la liste de diffusion" to open the selected list in the list editor. The window splits in two parts : bottom is a list of user you can add in the list (the users of the department) and top is the list itself.

To remove a name from the list, click on the icon on the same line. To add new users to the list, click on the icon of its line in the bottom part of the screen. Finally, You can change the order of users in the list with the arrows.

Once you have finished editing the list, click on "Validate": the window is closed and the list is updated in the indexing screen.

Mail Processing

Mail Validation

This step is not mandatory: it depends on processes in place in every organisation.

The person entitled to validate mails can access his/her list of mails to validate following the link "Mail to validate" on the home page or by selecting "Mail to validate" in the baskets dropdown box in the navigation bar.

You can sort the mails by type, reception date, sender, object or Processing deadline. To validate a mail, just click on its line to open the validation page.

This page allows you to verify the information attached to the mail. Once you validate the mail, the validation page is closed and the mail disappears from the list of mails to validate.

Processing your mail

Every person entitled to process mails can access the list of mails to process by following the link "My Mail" or by choosing "My Mail" in the baskets dropdown box.

On the list of mail to process, just double-click the line of a mail to open its processing page:

the screen splits into two parts: right is the scanned document and left is the processing form.

The processing form offers you several possibilities, as well as a "Note" field to comment your actions.

Attach an Answer

Click on the button "Attach an answer". The following window will show:

Click on browse to select the file you want to use as an answer.

To see view it, click on the magnifying glass icon. You can also remove or add another file.

Generate an Answer

Click on « Generate an answer ». Choose a template in the opening window. After installation, only one blank template exists. You can modify it or use it to generate a blank template.

An inline editor will open on the right part of the window. Once you have entered your text, click on the button on the bottom of the page to save it and associate it with the mail.

Finish the processing

The following actions are available:

Redirect the mail to another department or to another person of your department
Validate changes: If you want to add another answer or more information later, the processing is still open.
Close the folder: Use this only if you consider the processing done, Once it is closed You cannot process it anymore.
Cancel : Close the window without saving any change.

Process the mail of a department

This step is useful to get mail forwarder to a department (and then has no defined recipient).

Every entitled person has access to the list of mail of his departments by following the link "Athorized services" on the home page or by selecting "Authorized services" in the basket dropdown (in the navigation bar).

Then, choose your department in the department field as well as the status of the mails you want to see and click on "validate":

NB : The mails may be sorted by sender, type, status (in process or not), arrival date, processing deadline.

For each mail you want to process, check its line. Make sure that "Redirect is selected in the field "Choose an action", then click on « valider ».

Select your name in the user list and click on "Redirect".

You will find the mails in your basket "My mail to validate.

Attach a new mail to an existing folder

Available in LetterBox 2.3 and latter

In "Menu", select « Add a file ». Choose not to create a new affaire.

Then Click on « Search for a folder » :

Proceed as you would do in advanced search.

When the results show, select the folder of your choice and click on « valider ».

Advanced Search

Search Form

Follow the link "Search" on the Home Page or in the "Menu".

You can either perform the search on the mail ye were cc'ed or on all the mails, but not both.

The research can be performed on the following criteria:

Object of the mail
Sender of the mail
Number of the mail
Priority
Type of the mail
Nature of the mail (dropdown box)
Indexing date
Processing deadline
Status: New mail, in process, closed, and, if authorized, first notice, late mail
Owner of the mail (the person who has to process it)
Department
Answers to the mail

Result list

Available actions are the following:

See the mail: it opens a new windows containing the mail
See the details attached to the mail: it opens the details in a new window
Download the file to your computer

From version 2.4 on : authorized users will have the ability to print the result.

Detail form

In this page, you will find all the information you entered while recording, indexing and processing the mail. You can also visualize all the answers attached to the mail, the log of all actions performed on the mail, and annotate the mail.

Annotations and mail grouping in folder are availible from version 2.3

The following actions are avalaible:

View the mail: click on "View the mail" or follow the link "View the mail" in the title
Redirect the mail to another person (according to user rights)
Modify some indexes (according to user rights)

From version 2.4 on : authorized users will find on this page two more actions : "print this page" and "delete the document".

Redirection and re-distribution

In baskets and processing forms, authorized users have the ability to redirect mails.

The first option, "Redirect to mail department", allows any user to resend mail to mail department in case of dispatch error. Even if the user has no redirection right he still should have access to this redirection.

The second option gives the ability to redispatch a mail. After the new department has been selected, the mailing list associated to this department can be modified, and the mail will be re-distributed to selected users.ier.

Finally, one can resend mail to a person in one's authorized department.

Statistics

The link "Statistics" of the "Menu" opens the visualization of all statistics available in Maarch LetterBox. Access to statistics is a particular right of use. By default, people are not allowed to see them. Every piece of statistic is dynamic: they are processed each time they are displayed with current data and chosen options.

Example of bar chart: