Journal of correspondence

In Jusnote, you can keep an automatic account of incoming and outgoing documents and easily build connections between incoming and outgoing letters, documents, and activities around correspondence. It is convenient for organizing any correspondence with the client or third parties during legal practice. You can also put the letter on monitoring, and the system will notify you about the receipt of the document by the addressee, the return of the letter, etc. Jusnote’s work with “Nova poshta” and “Ukrposhta” services (Ukraine) is currently supported.

Correspondence settings

For correct accounting of incoming and outgoing documents in Jusnote, set up autonumbering of letters based on your requirements for keeping an electronic correspondence log.

Setting up the accounting of letters is carried out by any system administrator in the Correspondence section of the Settings menu.

On the corresponding page, you can set incoming and outgoing letter numbers using three parameters for any correspondence: prefix, number, and suffix.

After saving the correspondence settings, the incoming and outgoing numbers of the letter assigned by the system will be displayed in the corresponding mode when creating or editing a record about the letter.

In order to view the incoming letter number when adding a record, please open the Additional options, modals "Add or Edit correspondence".

Important: You can manually change the incoming or outgoing letter number assigned by the system. The change will lead to a violation of automatic numbering in the correspondence log.

General accounting of letters

All incoming and outgoing documents are recorded in the general Correspondence section.

A letter that was sent or received within a specific Matter will also be accounted for and displayed in the "Correspondence" tab of the relevant Matter.

You can quickly find the needed document using the search or appropriate filters.

Important: all users of the system have access to the Correspondence section. At the same time, if a specific Matter correspondence is specified in the Add or Edit mode, access to the corresponding letter will be determined by access to the Matter itself.

Here you can read more about roles and access in Jusnote.

Adding correspondence

Any user can record an incoming or outgoing document in the system.

Work with a specific document is carried out in the Correspondence section.

or the card of the Matter to which the corresponding document refers.

You can also quickly add a correspondence record from anywhere in the system by clicking on the button

in the upper right corner of the screen and selecting Correspondence.

To add a record about a specific letter to the system, click on the button "Add mail" or "Create correspondence" and enter all available data about the letter in the modal window.

If you want to enter additional data about the letter into the system, open Additional parameters in the lower left corner of the corresponding modal.

For convenient work with correspondence and prompt notification of interested persons about the receipt or sending of this or that letter, the user who creates a correspondence record can write any message to such persons immediately from the modality. Recipients will receive a notification and will be able to quickly go to the appropriate correspondence card.

In the case of simultaneous work of different users entering records about the incoming or outgoing letter, the system will notify such users about the change in autonumbering before saving the corresponding record.

You can change an existing correspondence record in the general Correspondence section by clicking on the button

to the right of the desired record and selecting "Edit".

You can also edit a letter directly in its card by clicking the "Edit" button in the upper right corner of the screen.

Automatic monitoring of letters

In order to save time working with third-party postal services, in Jusnote, you can automatically receive notifications about the "destiny" of a sent or received letter using the postal services "Ukrposhta" and "Nova Poshta".

For automatic monitoring of Jusnote emails, enter the track number of the email and activate the tracking function in the "Add mail" or "Edit mail" mode.

After saving the entered data, the system will automatically monitor the status of letters sent (received) via Nova Poshta or Ukrposhta.

Jusnote monitors the following email statuses twice a day (morning and evening):

arrived at the post office
sending received
refusal of the receipt
storage stopped

Change in the mail status of a letter is sent only to the user who created the correspondence record in the system.

The corresponding message can be viewed in general system messages.