Outgoing mail in QTRAK consists of all the correspondence types that you use to communicate with other parties. This can include memos, emails, instructions, requests for information, advice notes – in fact any correspondence types used in each customers business.

To create an outgoing correspondence item, simply click the New button in the master document register and select the type of correspondence to generate. The list displayed will only contain the correspondence types that are utilized in the user’s company.

The user is then prompted to select the TO, the CC, and the FROM Values for the correspondence. Coupled with the DATE and the SUBJECT, these values make up the mail header, which is common to all QTRAK Correspondence Types.

The user then completes the mail details, which will contain all the other elements of the correspondence type necessary to produce a complete document. For example, on a Site Instruction, the user may need to select from a number of contract conditions, or enter an estimated value.

The ability to custom fit the QTRAK forms to a clients existing documentation, means that not only is correspondence easy to generate, and will look the same every time, but also, since every element is in fact a database field, this data can be analyzed. For example, you could print a list of non conformances raised, that have arisen due to poor document control.

A sequential reference number is automatically allocated to all outgoing correspondence and sending of correspondence can be by any of Email, Fax or Hardcopy. Customizing the auto generation reference numbering system is also a specialty of QA Software.