EMX Enterprise Research Mail User Guide V1.0

To process mail in the Readdress queue, select the Readdress Tab. The Readdress Window appears

               Figure 1. Readdress Window

Note:

The first mail automatically opens in the Document View Panel.
Option: Select a different mail in the Document Selection Panel.

If the document in the Document View Panel is locked, it is recommended to not process it. To
process it anyway, unlock the document: Click Unlock.
Recommendation:

To avoid resending the mail to the same recipient, use the Audit Trail:

1. Click Show Audit.

This action displays the Audit Trail Report, which lists all the previous recipients. The Hide Audit
button  appears.

2. To close the Audit Trail Report window, click Hide Audit.

If you identify a different recipient:
1. Select the new addressee in the Recipient Selection Panel.
2. Click Send.

If you determine that there is no other addressee, or that this mail does not belong to the firm:
1. Click Unknown Addressee so that the audit trail captures this action.
Option:
2. Click Move to Trash.

To process mail in the Retrieve queue, select the Retrieve Tab. The Retrieve Window appears.

        Figure 9. Retrieve Window

Note:

The first mail automatically opens in the Document View Panel.
Option: Select a different mail in the Document Selection Panel.

1. Use the date in the Tracking ID to determine if the original physical mail is still onsite.
2. If the mail for this date is available, then request from an associate in the mail room to retrieve
the physical mail document and send it by paper mail route to the requestor.
3. If you receive confirmation that the physical document was retrieved, click Original Sent.
The requestor receives an email stating that the requested physical mail was retrieved.

If you determine that the physical mail is no longer onsite,
1. Click Original Unavailable.

The requestor receives an email stating that the requested physical mail is not available.
Options:
• Click Show Audit.

This action displays the Audit Trail Report, which provides the identities of the previous mail recipients. The Hide Audit button  appears.
2. To close the Audit Trail Report window, click Hide Audit.
Option:
1. Click Move to Trash.

To process mail in the Rescan queue, select the Rescan Tab. The Rescan Window appears.

                             Figure 8. Rescan Window

Note:

The first mail automatically opens in the Document View Panel.
Option: Select a different mail in the Document Selection Panel.

If the document in the Document View Panel is locked, it is recommended to not process it. To
process it anyway, unlock the document: Click Unlock.
1.Use the date in the Tracking ID to determine if the original physical mail is still onsite.

2.If the mail for this date is onsite, then request from an associate in the mail room to scan the
physical mail document again.
3.If you are notified that the rescan succeeded, click Rescan Sent.
The requestor receives an email that the physical mail was rescanned. The rescanned mail reappears
in the requestor’s user interface.

If you determine that the physical mail is no longer onsite:
1. Click Rescan Unavailable.
The requestor receives an email indicating that the rescan could not be performed.
Options:
• Click Show Audit.

This action displays the Audit Trail Report, which lists the previous recipients of this mail. The Hide
Audit button  appears.
1) To close the Audit Trail Report window, click Hide Audit.
And/Or
• Click Move to Trash.

The user may have to put some documents in the Trash Folder:
1. Select the Inbox Folder.
2. Select the document to move to the Trash Folder.
3. Select Move to Trash.

Documents in Trash are kept for the duration of the retention period.

1. Open a document.
2. In the Document Viewer, review the envelope and content to determine who the document
belongs to.
3. Select recipients from the
− Individuals Tab.
− Groups Tab.
Or
− Favorites Tab

The system displays the number of selected recipients and their names at the bottom of the tab.

4. Click Send. The document is sent to the recipients and removed from the Inbox.

Select Recipients - Individuals Tab or Group Tab

To select recipients:
1. Select the tab where you will select recipients:
− Individuals
− Groups

      Or
− Favorites
2. Select each recipient

To confirm selections, the user needs to view the list of selected recipients at the bottom of the
selected tab. See Section 5.6 Enabling User to View List of Selected Recipients, page .
To reverse a selection, click X next to the recipient in the List of Selected Recipients.

This panel helps the user select one or more recipients for each document that they research. The
Individuals, the Groups, and the * (Favorites) tabs are called the Recipients tabs. The user selects the recipients of a document from these tabs.
By default, the Individuals tab is the first tab that is open.
The bottom of the tab displays the number of selected individuals. To display a list of all selected
recipients, the user may need to move the Slider Bar up.
The individuals and groups listed in the Individuals and Groups tabs consist only of those individuals and groups that are listed in the corporate directory and are entitled to use EMX.

                            Figure 1. Recipient Selection Panel

Individuals Tab

This tab lists individuals who are firm employees or contractors. Only recipients with internal IDs
are listed.

Note:

Documents cannot be sent through EMX to external email IDs.

Groups Tab

The Groups Tab lists all the groups that are authorized to receive mail.

Note:

The groups are pre-defined in the corporate LDAP with a firm defined prefix.

* (Favorites) Tab

The * (Favorites) tab, located next to the Individuals and Group tabs, displays a list of the individuals and groups the user flagged as the most frequently selected recipients for mail. They remain favorites until the user removes them.

List of Selected Recipients

The bottom of this panel lists the selected recipients and their count. The slider lets you view the
selected recipients

Controls in this Panel

This table describes the controls available in this panel:

 - Search Text Field. Used to select document recipients. Enter in this text field the search criteria. Search criteria:

• Include the full or a partial ID or name of individuals or groups defined in the
enterprise’s Microsoft (MS) Active Directory.
Searching on only part of a name can yield results that appear in the panel.

 - Search Button.This button enables the user to search for a specific individual or group in the Recipients tabs. The search criteria are entered in the Search Text Field.

 - Favorite Selectors. When this control  appears next to

• An individual in the Individuals Tab
or
• A group in the Groups Tab

it gives the user the option to make that individual or group a favorite by clicking .
When this control  appears in the Favorites tab, the user can remove the favorite status of an adjacent individual or group by clicking .

Load More - This option allows you to list more recipients in the Recipient Selection Panel.

Slider Bar - This bar lets the user increase the area under the tabs of the Recipients Selector so that they can display the selected recipients in the List of Selected Recipients.

... -> Moving this symbol above the Slider Bar displays the individuals who were
selected.

The center of the workspace contains the Document View Panel, which displays each document
that the user selects:

Figure 3. Document View Panel

This panel provides two buttons that enable the user to assign routing information for documents
that are missing these values:
Document Group: The only current Document Group is Mail Group as of the time of this writing.
Document Type: Identifies the class of mail:
− First Class
Or
− Standard Mail

The panel also displays the Tracking ID. For more information on Tracking ID, see Tracking ID, page 9.

The remaining controls in the Document View Panel are based on Acrobat Reader, the commonly
used viewer for PDF documents when using Firefox:

This table explains most of the controls:

 - Selecting this object opens a panel of thumb nail views of pages in a selected mail item in the Document Viewer. This enables skipping to particular pages in the mail item the user wants to examine. Selecting this a second time closes the panel.

 -Text search tool in the Document Viewer.

 - Indicates the mail item page that is open for viewing in the Document Viewer.

 - In the Document Viewer, there are three tools for controlling the image size of the viewed item. “+” increases image size when clicked. “–“ decreases image size
when clicked.
Clicking 100% opens a list of selections for specific image sizes.

 - In the Document Viewer, provides a list of selections for specific image sizes.

 - In the Document Viewer, lets the user print the selected mail item.

 - Lets the user open the selected mail item in a PDF reader.

 - Lets the user open the selected document in a separate browser window which  displays the document at any size the monitor can support.

 - Clicking this button provides these Acrobat Reader options:

Document Selection Panel

           Figure 2. Document Selection Panel

Selecting a document displays the contents in the Document Viewer.

This table describes the controls available to the user:

Inbox -  Inbox Selector. Click to select:

• Inbox(default)
Or
• Trash

Sort By Date - Sort By Date. Mailbox Sorter.
Clicking provides a list of options:

• Sort By Date: Reorders the Inbox Content according to Document Delivery Date
• Sort By Type: Reorders the Inbox Content according to First Class or Second Class mail
• Sort By Group: Reorders the Inbox Content according to recipient Document Group. Currently, there is only one group (Mail).

Document Identifier - The Document Identifier comprises:

• The Tracking ID
And
• The Document Delivery Date
It is also a link. Clicking within this field selects the document and displays it in the Document View Panel.
This link allows selecting and opening a document for viewing in the Document View Panel.

Move to Trash - Move to Trash Button. Provides option to move a selected document(s) to Trash.

Load More... - Load More button. Provides option to fetch more mail documents into the
queue for Research Mail.

Inbox

The Inbox contains documents that need to be routed to the appropriate individual or mail group. Any authorized Research Mail user can open and route any of the documents that are in the Inbox.

Note:

Multiple users can employ the Research Mail User Interface simultaneously to process documents.

Trash

The purpose of the Trash is to provide a mechanism for removing documents from the Inbox.
The user cannot empty the Trash. A document remains in the Trash until the document retention
period expires. Upon expiration, EMX removes the document from the system. For more information about the retention period, see Retention Period, page .

Tracking ID

See Note on Tracking ID, page 9.

Document Delivery Date

The Document Delivery Date identifies when a scanned document became available to the Research Mail UI.

The Document Delivery Date follows the document through all processing actions, including
moving the document to the Trash, and routing the document to an individual or mail group. It is expected that EMX users process a digital document on the day that it is received. The date format is DD MM YYYY hh:mm (Day Month Year hour:minute).

Note:

Documents that arrive in the Inbox are kept for a pre-determined retention period.
This retention period applies even to a document that is placed subsequently in the Trash Folder.

Research Mail - Menu Bar

The Menu Bar contains the tabs in the Work Space. These tabs enable you to perform tasks on the
mail and are described in this table:

Research Navigational Tab - >Selecting this tab lets you perform company address research on a selected unit of mail and displays the number of unread  documents.

New Document Count -> The number on the Research Tab is the count of unread documents.

Rescan Tab -> Selecting this tab lets you rescan a selected unit of mail and displays
the number of documents in the rescan queue.

The Show Audit button -> appears in the Document View Panel.
It lets you display the audit trail for the selected mail.

The Rescan Unavailable ->  and Rescan Sent buttons       
replace the Send button in the Recipient Selection Panel.
Rescan Unavailable lets you inform the requestor that the rescan is not available for the selected document.

Rescan Sent lets you inform the requestor that the rescanned document was
sent.

The Original Unavailable and the  and the  buttons replace the Send button in the Recipient Selection Panel. The Original Unavailable button lets you notify the requestor that the original mail is not available.

The Original Sent button lets you notify the requestor that the original mail was sent.

Readdress Tab. Selecting this tab lets you readdress a selected unit of mail and displays the number of paper documents in the readdress queue.

The Show Audit button  appears in the Document View Panel. It lets you report the audit trail for the selected mail.

The Unknown Addressee button  appears alongside the Send button in the Recipient Selection Panel. The Unknown Addressee button lets you lets you tag the mail as undeliverable due to an unknown addressee.

Refresh Button. Clicking this button updates the document list and count of
unread documents.

The Title Bar heralds the application name Eco-Mail Document Management and displays a welcome message with the user’s name.

Logout Button. Helps the user log out

Navigating The Workspace

What is the Tracking ID ?

All scanned mail pdf files are named using the EMX Enterprise defined 21-character tracking ID, for example, NYC20160715FCML001953.pdf.

The Tracking ID Identifies the original physical mail and is used for storage and retrieval purposes,
and to track the processing of the digitized document. The 21-character alphanumeric values that
appear in the reports are Tracking IDs.

Each document has the 21-character Tracking ID printed on the back of every envelope during the
scanning process.

The Tracking ID comprises:

Position 1-3  -> Represent the mail processing location, for example, NYC
Positions 4-11 -> Processing date, in format YYYYMMDD
Positions 12-15 ->  Unique four-character retention identifier
Positions 16-21 -> Sequential processing number 000001-999999 which helps Mail Services to store and retrieve physical mail.

CSV - A comma separated vector file. This is a text file with a heading record that identifies
the columns in your table. The remaining entries are the table row entries in each record. All entries are separated by commas.
A file of this form is easily converted to an Excel spreadsheet with the columns labeled according to the first record in the csv file and the remaining row entries allocated appropriately

Digital Document - A digital document is a scanned piece of US mail and comprises

• The front of the envelope
• The back of the envelope with its unique 21-character Tracking ID or data matrix barcode
• All contents that were contained in the envelope

Digital Mail - Electronic content created by scanning US mail

EMX - Enterprise Digital Mail System created to deliver inbound mail (First Class and Standard Class) in an electronic form to recipients within a firm

EMX End User UI - Web-based interface for end users to access and view digital mail delivered by the EMX

First Class Mail - A category of physical mail as defined by the United States Postal Service (USPS) including bills, statements of account, personal and business correspondence

Intended Recipient - Person or Group to whom the physical mail was addressed

MS Outlook / Outlook - Refers to Microsoft Outlook, the enterprise email system used by a majority of firms

PDF - Invented by Adobe Systems and perfected over 20 years, Portable Document Format (PDF) is now an open standard for electronic document exchange maintained by the International Organization for Standardization (ISO).

Retention Period - Digital mail is available through the EMX End User interface for a specified length of time, which is the retention period. This retention period applies even to a document that is placed subsequently in trash. The retention period starts on the Document Delivery Date.
Digital mail that has been read and is older than the retention period is physically deleted from the digital mail repository. Unread first class mail remains available.

NOTE:

• After the retention period:
       — Documents that have been read and are in an end user’s Inbox are deleted.
       — Documents that are in Trash are deleted.
• For unread first class mail, the owner and their manager will be notified of documents approaching the end of the retention period to ensure compliance of the firm.
• The number of days in the retention period can be revised upon request by a business unit to reflect a change in policy.

Scanned Document - Document scanned into a PDF by Mail Room Services using a document scanning machine

Standard Mail - A category of physical mail as defined by the USPS including advertisements, circulars, magazines, catalogs, flyers, bulletins and newsletters.

UI - User Interface

URL - A Uniform Resource Locator, an Internet address

USPS - United States Postal Service

This document describes how the Research Mail user can employ the EMX Research Mail User
Interface (UI) to route digitized mail from the Research Mail queue to appropriate business units
or individuals.

The benefits of digitizing and delivering mail through the EMX include:

• Enabling enterprises to process mail faster and more efficiently through centralized scanning
and delivery.
• Reducing delivery time virtually to zero regardless of employee locations.
• Enabling employees to view their mail through a secure web-based EMX portal from any computer, or via their email account, rather than waiting for delivery of physical mail at their desk.
• Enabling secure forwarding and sharing of documents with other enterprise employees.
• Centralizing scanning of documents for efficient digital manipulation.
• Automating document tracking, retention, and destruction processes.
• Maintaining regulatory compliance audit trails of all actions performed on each piece of mail.
• Increasing confidentiality and privacy of physical mail while reducing accidental exposure of
unsecured documents sitting unattended on desks.
• Decreasing environmental physical contamination risk.

Research Mail User Interface (UI) serves primarily to assist mail administration employees to route
mail that arrived in the EMX system and could not be routed automatically. This UI also displays
special requests (i.e. Rescan, Retrieve and Readdress) that are initiated by mail recipients.