Secure Letters

Companies issue letters such as authorisations, certificates and statements that third parties need to verify. This module manages letter types, drafts, issuing and revision of official letters, prints them with a secure QR and serial, and lets the recipient verify them on a protected page. It builds on the Secure QR core and uses Contacts and the chatter. The result is an auditable letter register with expiry and a revision history.

1. 1

   Define letter types

   Under Letter Types the manager creates each type with a prefix, default print title, default body, validity mode and days, access mode and paper format. A type can require a related party. Types are translatable and can be archived.

   • Prefix used in the serial
   • Default title and body
   • Validity mode and days
2. 2

   Create a letter draft

   In the Letters menu the user creates a letter with a type, date, related party or addressed-to text and subject. The letter gets a sequence reference and is in the draft state. The signatory defaults to the current user and can be changed.

   • Reference from a sequence
   • Signatory and title
   • State: Draft
3. 3

   Write the content or attach a PDF

   The content mode lets the user write the body with the upper preamble, delegates block, body and closing, or upload a ready PDF. The system checks that some content exists and that attachments are readable. Optional attachments appear on the public page.

   • Free text sections or uploaded PDF
   • Content validated before issue
   • Optional attachments
4. 4

   Issue the letter

   The Issue button creates the secure link with the type's validity and access mode and moves the letter to Issued. A serial number and QR are generated. The valid-until date can be set for the paper copy.

   • Button: Issue
   • Serial and QR generated
   • Valid Until date
5. 5

   Print the letter

   The Print button renders the letter report with the secure QR block, stamped on the PDF when a PDF was uploaded. The paper format comes from the type. Printing follows the issued state.

   • Button: Print
   • QR stamped on uploaded PDFs
   • Paper format from type
6. 6

   Revise or cancel

   Revise creates a new draft linked to the original as a revision, and the old link stays traceable. Cancel stops the letter and its link. The revisions list shows the whole chain.

   • Buttons: Revise, Cancel
   • Revision Of link
   • Revisions list
7. 7

   Automatic expiry

   A scheduled job marks letters as expired when their validity ends. Expired letters stay in the register but their public link no longer opens the content. Record rules limit each user to own letters and managers to the company's.

   • Cron: letter expire
   • Expired links stop opening
   • Own vs company visibility

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