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E-OFFICE · DIGITAL ADMINISTRATION PLATFORM

Manage Letters, Dispositions, & Archives More Efficiently

Manage incoming letters and archives through hierarchical letter dispositions and electronic signatures. Verify document authenticity by scanning a QR code, with no login required.

SCHEDULE FREE DEMO

Registered incoming letters

Automatic index number
Document signed

PAdES B-LTA format

Product

E-Office

Modernize Administrative Processes with E-Office

Well-organized administrative processes make it easier for organizations to track every letter, disposition, and approval.

However, when letters pile up, disposition instructions are handled across multiple messaging groups, and signatures still require manual handling, administrative work can become inefficient.

E-Office brings letter management, hierarchical letter dispositions, electronic signatures, & digital archiving together in a system.

MAIN BENEFITS

Practical Solutions for More Structured Office Administration

Manage incoming and outgoing letters, dispositions, electronic signatures, and archives in one system to simplify monitoring and keep administrative processes organized.

Keep Every Letter Gets Timely Follow-Up

Forward letters through hierarchical workflows with clear instructions and deadlines. Monitor follow-up reports and track disposition histories in one system.

Sign Documents Electronically

Use document templates, manage multi-level approval workflows, and sign documents in PAdES B-LTA format without printing them.

Track Incoming Letter Status

Upload and categorize incoming letters, automatically generate agenda numbers, and monitor their processing status through to completion.

Prevent Duplicate Outgoing Letter Numbers

Record outgoing letters, automatically generate reference numbers to prevent duplication, and store delivery records for easy tracking.

Searchable and Verifiable Digital Archives

Set archive retention schedules, search documents by their content, and verify document authenticity using QR codes without logging in. Revoke documents whenever necessary.

Centralized Administration with Access Control and Auditing

Manage shared master data, assign role-based access permissions, and send notifications. Audit trails make it easier to track changes across the system.

FEATURE DETAILS

A Full-Featured E-Office for Professional Administration

Manage your organization's administrative processes more efficiently and systematically. Simplify letter management, speed up approval workflows, organize digital archives, and manage access controls in one integrated system.

Incoming Letters

Record letter details, agenda number, sender, subject, and attachments.
Generate agenda numbers automatically.
Categorize letters by type and confidentiality level.
Monitor follow-up status through the inbox.

Hierarchical Letter Disposition

Add instructions and deadlines to each disposition.
Forward dispositions through hierarchical workflows.
Allow recipients to follow up on instructions & report their actions.
Track disposition history through a tree view.

Outgoing Letters

Record recipient details, subject, and attachments.
Generate letter numbers automatically.
Record distribution details and track delivery status.
Store proof of delivery for documentation.

Document Numbering

Configure numbering formats using a combination of tags & text.
Choose automatic or manual numbering for each document.
Receive alerts when a number has already been used.
Reuse document numbers that have been canceled.

Prepare Documents

Upload PDF files using drag-and-drop and save them as drafts.
Create document templates for repeated use.
Add internal and external signatories.
Set the signing order for each document.
Place signature fields and review the document preview before send them.

Signing Process

Secure the signing process with a PIN.
Use OTP verification for every signing action.
Apply saved digital signatures or create new ones.
Reject signature requests and record the reasons.

PAdES Document Finalization

Automatically finalize documents once all signatories have completed the signing process.
Generate PAdES B-LTA PDF files with timestamps and QR codes.
Retry finalization and send notifications if the process fails.

Digital Stamps

Set institutional stamp dimensions precisely in millimeters or points.
Grant or revoke stamp access permissions for individual users.
Place stamps on PDFs alongside signatures and initials.
Record every stamp use in the audit trail.

Public Verification

Check document authenticity using a QR code or link without logging in.
Upload PDF files for comprehensive document verification.
Review the list of signatories and the signature chain.
View digital certificate details, timestamps, and LTV status.

Document Cancellation and Revocation

Cancel documents that are still undergoing the signing process.
Submit completed documents for revocation through an approval process.
Record cancellation or revocation reasons and monitor their status.
Display a "Revoked" status when the document is verified.

Digital Archiving

Store incoming and outgoing letters in a structured archive.
Find documents using metadata or full-text search.
Preview and download documents based on user access permissions.
Set archive retention policies for destruction, permanent preservation, or reassessment.

PUBLIC VERIFICATION PROCESS

01

Scan the QR code or open the link.
02

View the signatories and signature chain
03

Check certificates, timestamps, and LTV status
04

View the valid status or revocation warning.

Centralized Master Data

Manage the organizational structure, from institutions and divisions to departments and positions.
Manage letter categories and document tags.
Set up document templates and numbering formats.
Manage signature and stamp templates, as well as certificate information.

Acess Control

Manage users and group memberships.
Set detailed access permissions for individual menus and actions.
Invite new users by email.
Help users reset their OTP settings & signing PINs through the admin panel.

Notifications & Settings

Send in-app and email notifications for important events.
Manage message templates in Indonesian and English.
Configure application identity, SMTP, and SSO settings.

Secure Access and Login

rotect login with email, password, and OTP authentication.
Verify login attempts through an authenticator app or email.
Maintain login sessions and allow users to reset their own passwords.

Key Security

Store signing PINs and signature keys in encrypted form.
Rotate master keys without interrupting services.
Perform regular key integrity checks.

Tamper-Protected Audit Trails

Record system activities and detect changes to audit logs.
Search audit logs by user, document, or date.
Use audit logs as supporting evidence for compliance audits.

E-Office Showcase

Explore E-Office Workflows

Explore the system's interface and administrative workflows, from hierarchical letter disposition to outgoing letter management.

Hierarchical Disposition Workflow

Track letters from registration to completed follow-up
Signature Field Placement & Electronic Signatures

Position signature fields and electronic signatures on PDF documents as required
Public Verification Page

Verify document authenticity using a QR code or by uploading a PDF file.
Activity Dashboard

Monitpring documents from draft and pending signature to completion.
Incoming Letter Registration

Register incoming letter, auto-generated agenda numbers, & track its status.
Outgoing Letter Record

Recording outgoing letters, auto-numbering, & monitor delivery status.

Perbesar

The document layout can be customized to meet your organization's requirements.
*The letter shown in the illustration uses fictional data.
Perbesar

The document layout can be customized to meet your organization's requirements.
*The letter shown in the illustration uses fictional data.
Perbesar

The document layout can be customized to meet your organization's requirements.
*The letter shown in the illustration uses fictional data.
Perbesar

The document layout can be customized to meet your organization's requirements.
*The letter shown in the illustration uses fictional data.
Perbesar

The document layout can be customized to meet your organization's requirements.
*The letter shown in the illustration uses fictional data.
Perbesar

The document layout can be customized to meet your organization's requirements.
*The letter shown in the illustration uses fictional data.

Discover How E-Office Works for Your Organization

Every organization has its own official letter procedures and approval workflows. We will demonstrate E-Office based on your organization's processes and requirements

View the demo of incoming letter management, dispositions, and electronic signatures based on your organization's workflows

Discuss potential E-Office integrations with the systems your organization already uses.

Assess the suitability of E-Office features and workflows for your organization before proceeding to the next step.

Want to learn more about E-Office and ready to discuss your requirements? Contact us at contact@tonjoo.com

Looking for Additional Applications to Support Your Business Operations?

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