BürOffice Output Subsystem
The BürOffice Output subsystem ensures an efficient, controlled and automated transfer of information through all your company's communication channels. Whether it is traditional mail, e-mail, official electronic communication or other channels, BürOffice manages all document transmissions as a single central platform.
Using the system, you can track all documents sent in one place, achieve significant time and cost savings through automated processes, improve the efficiency of customer relations, and ensure regulatory compliance through built-in approval processes and proof of delivery. The centralized system makes workflows more efficient by eliminating redundant tasks and parallel management.
Handling outgoing postal items
BürOffice provides a complete solution for the production, management and dispatch of physical mail. Template-based document generation automatically fills in the data, and there is the option of centralized or individual printing and enveloping. Through integration with Magyar Posta, BürOffice creates an electronic mailing list and automatically processes returned electronic delivery receipts.
The system supports barcode registration and tracking of postal items, electronic or manual processing of delivery receipts, and automated handling of undeliverable items.
Electronic communication
When sending via electronic channels, communication can be initiated from both central and individual mailboxes, individual or mass mailings, and template-based personalization is also supported. Outlook integration allows outgoing mail to be recorded and filed directly from Outlook. The system fully supports communication via the Office and Company Gateway, including management of KRX format documents. Communication via the customer portal and call center channels is also supported.
Approval and templates
Outbound compliance is ensured through regulated approval processes. Control policies can be defined to determine who can approve or sign what types of documents. Multi-step approval processes are supported, as well as logging and enforcement of signing privileges. The approval process is fully logged and traceable.
Centrally managed, version-controlled document templates can be used to ensure consistent corporate identity and content. The data source connector enables automatic data populating from data stored in other systems besides BürOffice through dynamic integrations. Template-based documents can be created individually or in bulk (as a circular), and the templates can be divided into arbitrary parts (e.g. header, footer, addressing, body text) for the sake of uniformity.
Practical example: Sending a contract amendment
Consider the following situation: Your company needs to change individual contracts with hundreds of customers. The process in BürOffice is as follows:
The administrator selects the appropriate contract amendment template prepared in the system and previously approved by the legal department, which the system automatically uploads with customer data from BürOffice and other systems. If necessary, the administrator can customize the content and attach additional documents. The created contract amendments are automatically approved by the responsible manager according to the defined rules, who can also approve documents based on the same template in bulk.
The system determines the delivery method (return receipt, e-mail, Cégkapu, etc.) based on the customer's settings, previous communication with the customer, or the set rules. Approved documents are automatically generated by BürOffice, completed documents are immediately sent by the system, and paper-based documents are sent to the central print queue. Printed documents are placed in envelopes, a mailing list is created and they are sent, even integrated with the Magyar Posta system.
The agent sees the status of the documents being sent in real time. For electronic submissions, they receive immediate feedback on delivery, and for postal submissions, the status of the submission is automatically updated when the return receipt is received. When the customer responds (either electronically or by mail), the response is automatically linked to the original case and the agent is immediately notified.
This process, which would take weeks and be error-prone with traditional methods, can be completed in days with minimal human intervention and no errors with BürOffice. Administrators can spend their time on substantive administration, while managers get a real-time view of the status of processes.
The BürOffice Output subsystem contributes significantly to the digitization of business processes, paperless working and improved customer satisfaction. Controlled and automated document delivery not only saves time and money, but also reduces the possibility of errors and increases customer satisfaction.
Business benefits
BürOffice provides the following benefits :
- 30-50% time savings in handling outgoing mail
- Up to 40% reduction in paper usage through effective use of electronic channels
- Traceability - the lifecycle of each mailing is visible in one place
- Minimization of errors through automated processes
- Cost transparency - postal and other communication costs can be accurately tracked
- Scalability - manage mass deployments without increasing staff
- Faster customer service - documents reach recipients without delay
- Environmental awareness - less paper, smaller carbon footprint
