Administrative correspondence in Mstnd: outgoing and incoming in one organized register

The «Administrative correspondence» page in Mstnd is the organization's unified register of outgoing and incoming correspondence. At the top it shows quick indicators for the total, incoming, outgoing, drafts, sent items and the correspondence that requires a reply; below them, a table shows for each item its reference number, subject, direction, scope, sending and receiving parties and the people responsible for it. With the filters, grouping by conversation and the view by department, following up correspondence becomes a clear task for administrative communications departments, managers and follow-up officers.

Quick overview

Watch the video

In under a minute, the video shows the administrative correspondence page: the indicators, the table, the filters, grouping by conversation, and moving between departments and reports.

Why this feature?

In many organizations, correspondence is managed through paper outgoing and incoming ledgers, separate spreadsheets for each department, or personal email. That makes it hard to know whether a given letter has been answered, who is responsible for following it up, and where its related reply is. With many departments, numbers get duplicated and correspondence gets scattered, and the question "where has our letter got to?" turns into a long search.

The administrative correspondence page brings all of this together in one register. Every item has a reference number, a clear direction, a scope, sending and receiving parties, and owners. The indicators at the top tell you instantly how much is waiting for a reply.

The value for the organization: a documented, organized correspondence register that is available for follow-up and audit. The value for the individual: instant knowledge of what is waiting for them and what they are following up.

Where to find it

1. From the side menu, choose «Administrative correspondence».
2. The page appears with the indicators at the top and the table below them.

Direct link: https://app.mstnd.sa/correspondence

The correspondence required of you also appears in the «Correspondence» card and in the Action agenda on the Dashboard. At the top of the correspondence page you will find the «New correspondence» button for creating an item, the «Refresh» button for refreshing the list, and the «Reports» button.

Concepts and terms

Step by step

Step 1: Read the quick summary at the top

At the top of the «Administrative correspondence» page, six indicators summarize the state of your correspondence:

• Total: the number of all correspondence items.
• Incoming: items coming in to the organization or the department.
• Outgoing: items going out from it.
• Drafts: items whose writing has started but that have not been sent.
• Sent: items that have been sent.
• Requires reply: items waiting for a reply.

The most important of these indicators for daily work is «Requires reply», because it reveals the volume of open commitments. The «Drafts» indicator reminds you of items you started and did not finish.

Step 2: Understand the table columns

For each item, the table shows:

• Reference number: a unique number for the item.
• Subject: the title of the item.
• Direction: «Outgoing» or «Incoming».
• Scope: such as «Internal».
• Confidentiality level.
• Sending party: such as the HR department or a team within it.
• Receiving party: such as the finance department or general management.
• Owners: who follows up the item.

You can sort the table by reference number or subject using the sort arrows next to their headings. Reading the direction together with the sending and receiving parties gives you a quick understanding of each item's route without opening it.

Step 3: Filter correspondence

Above the table are the «Search correspondence» field and a filter bar that lets you filter by:

• Direction: outgoing or incoming.
• Status.
• Priority.
• Confidentiality level.
• Scope: internal or external.

There is also a «More» button for additional filter options. You can combine several filters, such as high-priority incoming items, to get exactly to what matters to you.

Step 4: Try the «Incoming» filter, then clear the filters

For example, choose only «Incoming» in the direction filter. The table shows incoming items only; in the example, 14 items appear.

To return to all correspondence, click «Clear filters». This button clears all active filters at once, instead of removing them one by one.

Step 5: Group replies by conversation

Click «Group by conversation» to rearrange the table so that replies appear under the original item in a single thread. Each thread carries a badge with the number of items in it, and you can expand it to see its sequence. In the example, an outgoing approval request is followed by an incoming reply with the same subject, prefixed with «Re:».

The value of this view is that it tells the full story of each subject: the request, then the reply, then any later follow-up. You do not need to look for the reply somewhere else.

Step 6: View a specific department's correspondence and open the reports

From the list at the top, which shows «All correspondence» by default, you can view the correspondence of all departments or of a specific department. This is useful for managers and administrative communications officers who follow more than one department.

The «Reports» button takes you to correspondence statistics, where you can read the numbers more comprehensively than in the quick indicators.

Options and their effect

Practical scenarios

Scenario: The administrative communications department in a government entity

Situation: The department receives letters from many parties every day, and no letter may be left without a reply.

What you do in Mstnd:

1. Open «Administrative correspondence» and read the «Requires reply» indicator.
2. Filter by the «Incoming» direction and high priority.
3. Check the «Owners» column to see who follows up each letter.
4. Use «Group by conversation» to confirm which letters have been answered.

Result: Organized daily follow-up that keeps replies from being delayed.

Scenario: The projects manager's office in a contracting company

Situation: Correspondence is exchanged with the project consultant and the subcontractors, and much of it is replies to replies.

What you do in Mstnd:

1. Filter by external scope to show correspondence with external parties.
2. Turn on «Group by conversation» to see each subject in one thread.
3. Open the thread you need to review the sequence of request and reply.

Result: A clear history of every subject with the consultant, which helps with claims and contractual disputes.

Scenario: The executive office in a hospital

Situation: The executive director wants to know the volume of correspondence between departments and how well replies are kept up.

What you do in Mstnd:

1. From the top list, choose a specific department to review its correspondence.
2. Review the «Requires reply» and «Drafts» indicators.
3. Open «Reports» to read the statistics more comprehensively.

Result: A management view of correspondence flow that helps improve responsiveness.

Scenario: Legal affairs in a trading company

Situation: Correspondence with a high confidentiality level about a commercial dispute needs careful review.

What you do in Mstnd:

1. Filter by «Confidentiality level».
2. Review the resulting items and their owners.
3. Use the reference number when referring to any item in internal memos.

Result: Quick access to sensitive correspondence with precise references.

How it relates to other features

• New correspondence: with the «New correspondence» button you create an outgoing or incoming item, which then appears in this register.
• Correspondence details: when you open any item from the table, you go to its full details.
• External contacts: the external parties the organization corresponds with are managed there, and they appear in external correspondence.
• Dashboard: the «Correspondence» card reflects what is waiting for your reply or follow-up on this page.
• Report center: includes correspondence reports alongside the reports of other modules.
• Organizational structure: the source of the departments that appear as sending and receiving parties and in the view-by-department list.
• New task: you can assign a task of the «Correspondence» type and link it to an incoming item to follow up on preparing the reply.

Tips and best practices

1. Start your day with the «Requires reply» indicator before anything else.
2. Use the reference number every time you refer to an item, verbally or in writing.
3. Turn on «Group by conversation» when following a subject, and turn it off when reviewing the chronological list.
4. Combine filters for quick access, such as incoming with high priority.
5. Click «Clear filters» before searching for an item you cannot find.
6. Review the «Drafts» indicator weekly so that no items are left pending without being sent.
7. Handle items with a high confidentiality level with special care.
8. Review «Reports» periodically to measure correspondence volume and response speed.

Warnings and common mistakes

FAQ

What is the administrative correspondence page in Mstnd?

It is the organization's unified register of outgoing and incoming correspondence. It shows quick indicators and a table with the reference number, subject, direction, scope, parties and owners.

How do I know how many items are waiting for a reply?

From the «Requires reply» indicator at the top of the administrative correspondence page.

How do I show incoming correspondence only?

Choose «Incoming» in the «Direction» filter, and the table shows only incoming items. To return to everything, click «Clear filters».

What is «Group by conversation» for?

It puts replies under the original item in one thread, so you see the request, the reply and the follow-ups together.

What is the difference between direction and scope in correspondence?

Direction determines whether an item is outgoing or incoming, while scope determines whether it is internal, between departments, or external, with parties outside the organization.

Can I view the correspondence of one department only?

Yes. From the top list that shows «All correspondence», you can choose a specific department.

What can I filter correspondence by?

By direction, status, priority, confidentiality level and scope, with additional options under «More», as well as searching the correspondence.

Where do I find correspondence statistics?

From the «Reports» button at the top of the administrative correspondence page.

Summary

• «Administrative correspondence» is one register for outgoing and incoming items instead of scattered ledgers and spreadsheets.
• The top indicators, «Requires reply» above all, summarize the state of correspondence at a glance.
• The table shows each item's reference number, direction, scope, parties and owners.
• The filters, «Clear filters» and «Group by conversation» make access and follow-up fast.
• The view by department and «Reports» give managers a wider view of correspondence flow.

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