Administrative correspondence — by QST
Correspondence runs an organization’s official communications end to end — incoming, outgoing and internal transactions, circulars, alerts and announcements. You design the forms and approval workflows without code; letters are generated on your letterhead, signed on screen and tracked until they close.
Best practice
Correspondence is built on the administrative communications best practices approved and applied by the National Center for Archives and Records (NCAR) in the Kingdom of Saudi Arabia.
The problem
Most organizations still run correspondence on paper registers, word processors and email threads. Letters go missing between departments, replies lose their thread, and nobody can prove who changed what. Here is what changes with Correspondence.
A letter is carried from desk to desk, and nobody can say where it is or who is holding it.
Each stage is assigned to a role, a group, an organization unit or a workgroup — and the transaction shows exactly where it stands.
An answer arrives months later, and nobody can connect it to the letter it answers.
Link letters as a reference, a reply to incoming or a reply to outgoing — and create the reply straight from the incoming letter.
An incoming letter is entered again by another clerk, and two files grow for one matter.
The system refuses to register the same incoming letter twice, and checks every required field before a transaction is submitted.
Every new form, approval step or print layout means a change request and weeks of waiting.
Build forms from 16 field types, design letter templates, and publish approval workflows in versions — all from the screens.
Approvals wait on a manager who is travelling, and nobody else is allowed to act.
Delegate authority to a colleague for set dates — each delegation shows whether it is active, not started or expired.
Staff rebuild each letter by hand, so layouts, logos and wording drift from one department to the next.
Your letterhead, signature and stamp footers and confidentiality notice — filled automatically from each transaction.
Letters are printed for a wet-ink signature, stamped by hand, then scanned back in.
Sign the generated PDF with a drawn or saved signature, and print a barcode for the paper original — every transaction numbered automatically.
When a question comes up, nobody can show which edit was made, by whom, or when.
Every edit to a transaction is recorded with who and when, beside a workflow timeline in Hijri and Gregorian dates.
The transaction journey
Each transaction follows the workflow set for its form. Every stage has an owner, its own actions and a status — and every action is logged.
Register the transaction, attach and preview the original letter, then submit it into its workflow.
Each stage owner approves, refers, requests information or returns it — with a comment.
Generate the letter from its template as a PDF, sign it, and keep every version.
Link the reply, print the barcode, and close the transaction with its full history.
Capabilities
Six areas that follow a transaction from the moment it is registered to the day it is closed.
The product
Real Correspondence screens, shown with demonstration data.
The workflow stages at the top, the current one highlighted — with the letter, its actions, linked transactions, workflow log and change log in tabs below.
Drag fields onto the canvas and set their labels, placeholders and rules in both languages.
Generated on the organization’s letterhead with its reference number and date, watermarked and marked with its secrecy level.
Draw the signature, choose what it includes and drag it into place on the page.
Security and control
Who can see, act, sign and change is decided by role, structure and clearance — and every action leaves evidence.
For every screen and feature: view, add, edit all or own only, and delete — per role.
Each user is cleared up to a secrecy level — normal, secret, top secret or highly secret.
An optional one-time code by email at every sign-in.
Authority is delegated only between set dates, with its status always visible.
Every edit to a transaction, with who made it and when.
Heads, deputies, coordinators and members in each organization unit.
Documents can be issued with a watermark and a confidentiality notice.
Active, inactive or locked accounts, and temporary passwords for new users.
A bilingual interface with right-to-left layouts.
Administration
The system follows your real structure, and every rule on top of it is set from the screens — not in code.
Define the levels, then build the tree of departments and sections with their members.
People from different departments in one group with a coordinator — for referrals and circulars.
One directory of the organizations you correspond with — government, private or individual, with contact details and national address.
Names, codes and numbering rules for every type of transaction.
Accounts with their clearance, roles and units — filterable and exportable to Excel.
Design, copy, publish and monitor approval workflows, with their emails and return reasons.
Who it is for
Official correspondence between ministries, agencies and departments.
Registering, routing and issuing letters at volume, without losing a thread.
Letters approved and signed by leadership, with a clear record of every step.
Confidential correspondence that must be controlled and traceable.
Live, in about 30 minutes: we register a letter, route it through a workflow, sign it on your letterhead and link its reply.
