¶ Mailroom User Guide
¶ Overview
Welcome to the Mailroom Guide! As a mailroom user, you play a crucial role in the efficient handling and distribution of pouches within the organization. This guide will provide you with essential information and instructions to fulfill your responsibilities effectively.
¶ Responsibilities
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Pouch Receipt and Sorting
-
Pouch Distribution
-
Issue Handling
¶ Procedures
¶ ↙️ INBOUND
¶ 1. Department to Mailroom
- Pouch Receipt and Sorting:
- Receive incoming pouches from departments.
- Verify the contents and condition of received items.
- Approve or Reject items which depends if the actual items match the quantity and description of items in the system.
- Sort items based on their destinations (branches).
- Create a pouch for sending to different branches. In department and mailroom's point of view, items will still be "Pending".
¶ 2. Branch/Caravan/MR to Mailroom
- Pouch Receipt and Sorting:
- Receive incoming pouches from branches, departments, or caravans.
- Verify the contents and condition of received pouches.
- Tag received pouches as "Received by Mailroom" and update its status accordingly.
- Open pouches and sort items based on their destinations (departments).
¶ ↗️ OUTBOUND
¶ 1. Mailroom to Branch/Caravan/MR
- Pouch Distribution:
- Distribute sorted pouches to the respective branches via appropriate courier, according to the information provided.
- Update the pouch in the system with the correct tracking number, courier and parcel size. The items in the department and mailroom's point of view will be "In Transit".
¶ 2. Mailroom to Department
- Pouch Distribution:
- Distribute sorted pouches to the respective departments or branches according to the information provided.
- Ensure that the department will update the status of distributed pouches as "Received" in the system so that in branch's point of view, the pouch status will be "Received by Department".
¶ 🚩 Issue Handling
Only Branch and Mailroom accounts can tag items/pouches "With Issue"
If a pouch from a branch have a problem, it is the duty of the Mailroom to tag the pouch as "With Issue"
If a pouch from mailroom have a problem, it is the duty of the Branch to tag the item as "With Issue"
- Issue Resolution:
- Provide detailed remarks describing the nature of the issue and any relevant information.
- Communicate with the respective departments or branches to resolve issues promptly and effectively.