Email, correspondence, and paperwork
Only one person keeps up with the shared email address; when they're out, questions go unanswered and documents pile up unprocessed. Krafera arranges how incoming email is sorted, how replies are drafted, and how details from documents are transferred, so more than one person on the team can keep track of the work.
The manual work between inbox and record
A single wrong amount copied by hand can travel into reports and replies until someone catches it. An error like that can start when details from an invoice, order form, or application document are retyped into another program, at the step where correspondence becomes a record. The same manual work can show up in other ways too: replies to similar questions written from scratch each time, and emails in a foreign language waiting for someone who knows the language.
What gets checked on the way from inbox to record
- Which addresses receive what kinds of messages, and who reads them
- Which questions keep coming back, and how they're answered
- Which details are copied by hand from which documents into another program
- Whose approval outgoing replies go through
- What the written proposal could use as criteria: documents copied by hand, time to first reply, the share of drafts approved without edits, and the share of cases routed to a person as exceptions
The form of the email and document flow
A few rules in your email software and a shared library of reply templates can cover part of the work on their own. If they aren't enough, Krafera suggests the next step up, and details taken from documents are checked before they enter the record.
- Rules, folders, and shared reply templates in your email software
- A flow that sorts incoming email by topic and routes it to the right person, with reply drafts coming up for approval
- A transfer that pulls details out of invoices or forms and runs them through a check, with doubtful cases sent to an exception list for a person to review
Possible deliverables for email and documents
- Rules that sort incoming email by topic
- A shared library of reply templates, in other languages where needed
- Reply drafts that come up for approval
- Transfer of details from documents, with a check step
- An exception list for doubtful cases
Limits on approval, privacy, and scope
- Outgoing replies go through a person's approval; the flow doesn't write to customers on its own.
- Your team decides which messages go to whom and which templates are used.
- Accounting entries and invoices belong in the accounting software you use; the flow carries checked details into it.
- If your email or accounting software can't be connected, transfers run on regular exports and imports.
- Personal data in correspondence is processed in your own accounts; if any other service is needed, Krafera names it in the written proposal before setup. It also runs its trials on sample data or on data with identifying details removed.
- Bulk promotional email isn't part of this work; if it's needed, consent for commercial messages and registration with İYS, the national system Turkey uses to manage those permissions, are handled separately.
The question your team answered most often this week can be the first topic of the call.