Letter Automation

Letter Management

Organize Contacts

Template Management

Simplified Mail merge & email merge

Double Productivity with

The contact addresses are scattered in card holders, desktop, folders etc.

Computers are being used like electronic type writers, in the absence of letter management solution

Hard copies of letters are stored for future reference, leading to a paper heavy office

Each time a different format for letter drafting, making quotations… etc. is followed

Many copies of the same letter.

Retrieving / finding old existing files is frustrating.

Important documents often gets deleted incidentally.

Mass mailing and labels printing is a cumbersome.

Present Working Problems

To develop a system to organize contacts at a

centralized location. To automate letter preparation with MS Word. To develop an intelligent system for naming

and saving letter files. To develop a system for automatic number for

outgoing letters. To develop a centralized storage system for

standard formats/letters.

Objectives of eSecretary

Automates LetterAutomates Letter Preparation with MS Preparation with MS WordWordIt takes just three clicks to prepare a letterIt takes just three clicks to prepare a letter

1. Select a template 2. Select the desired contact

3. Click to open editable letter in MS Word

No need of No need of Naming and Saving filesNaming and Saving files

AutomaticallySystem generated

Picked automaticallyfrom contact database

Multiple Options to Retrieve Historical Multiple Options to Retrieve Historical LettersLetters

It gives you It gives you multiple options multiple options to view historical to view historical lettersletters

Now select the contact to view the letters.Now select the contact to view the letters.

For example, to view letters for a particular

contact,

Select a contact in the

list of contacts.

Contact WiseContact Wise Subject WiseSubject Wise City WiseCity Wise State wiseState wise Country WiseCountry Wise ContactContact Category WiseCategory Wise Or All lettersOr All letters

It shows you all the letters for the respective contact

Subject Wise

City Wise

State Wise

Contact Category Wise

Country Wise

Or All Letters

Features

In the same manner you can view letters

Capturing Standard Letters/Templates

To capture any template from the existing letters:

Click on Add to Library

Template will be created and added to Template Library

User will not be asked for template name and where to save……

It’s unique…..

Select the letter

A huge library of 400 + letter templates on various subjects

Facility to customize any template

Facility to insert your present templates in eSecretary Templates Library

To add a new template is very easy

Library of Letter TemplatesLibrary of Letter Templates

Features

Stores information like Name, Address and Contact Number etc. 

Easier modification of above information as and when needed.

Fast retrieval of any desired information.

Contact ManagementContact Management

Auto Dialing of Phone Nos. Select the contact.

Click on phone number.

Number is dialed automatically, if modem is connected

Mail Merging has never been so easyMail Merging has never been so easy Select the multiple contact Select a standard letter Click on mail merge button Multiple letters shall be prepared instantly

Multiple Label PrintingMultiple Label Printing For selected contacts Desired quantity for every contact

Personalized mass e-mailingPersonalized mass e-mailing Select the multiple contact Select a standard letter Click on e-mail merge button Multiple personalized emails will be

prepared instantly All emails with email address will be

transferred to Outlook Express.

Website / E-mail Address Book Telephone Directory Message Book Physical File Index Directory STD/ISD Code book Appointment Diary

A Storehouse of InformationA Storehouse of Information

Report GenerationReport Generation Master information sheet of any contact List of letters / despatch File Index Physical Telephone Diary E mail Address Book Web Address Book List of letter templates

Benefits of eSecretary Provides consistency in letters Wipe out paperwork backlogs and reduce stress Continue using MS Word and hence easy to learn Easier back up of historical letters Fewer draft copies and hence saving in stationery Helps in improving quality of the letters

Benefits of eSecretary Speeds up drafting of repetitive letters Spend less time on drafting letters, more time

on high priority tasks Saving time means saving money Enhance productivity No effect on working due to changeover /

transfer of staff

Comparison to Present Working SystemComparison to Present Working SystemSr. No. Present Working Style in MS Word eSecretary

1 

Every letter requires distinct and meaningful name to save.

No filename required.

2 Retrieval of letters depends on user's ability to memorize the location.

Quick and easy retrieval on the basis of multiple criteria.

3 Inefficiency increases as the number of documents grows.

Efficiently handles a large amount of letters. 

4 Chances of accidental overwriting and deletion of letters

No such chance as templates always remains undisturbed.

5 Extra efforts required for Contact wise / Subject wise despatch reports. 

Reports for Contact wise / Subject wise despatches. 

6 Difficult to get back up of all letters stored across the network. 

All letters are stored in a database and back up becomes much easier. 

7 Address of the recipient to be typed manually every time.

Address of the recipient being put at the top of the letter automatically.

System RequirementSystem RequirementHardwareHardware

Pentium with 64 MB RAM or Higher

SoftwareSoftwareWindows 98 or Higher Version & MS Office 97 or Higher Versions

Networking SupportNetworking SupportWindows NT, Win 2000 ,Win Peer to Peer

Internet BrowserInternet BrowserMicrosoft Internet Explorer / Netscape Navigator

Email ClientEmail ClientOutlook Express,Netscape Communicator

© C

op

yrig

ht.

Haz

el I

nfo

tech

Pvt

. L

td.

All

righ

ts r

ese

rved

.

HAZEL INFOTECH PVT. LTD.202, Unique Tower, Off S. V. Road, Goregaon (West), Mumbai 400 062. INDIA

Tel: +91-22-2876 4449 (7 Lines) Fax: +91-22-2876 4494info@hazelinfotech.com www.hazelinfotech.com

An IT subsidiary of:

HAZEL MERCANTILE LTD.701/712A, Embassy Center, Nariman Point, Mumbai 400 021. INDIA

Tel: +91-22-2282 4444 (12 Lines) Fax: +91-22-2282 4440

info@hmlindia.com www.hmlindia.com