Are you using all your hybrid mail features?

Hybrid mail has many features to make your communication distribution even simpler and smarter. Learn about all the features and the benefits they will bring to your business.

So you have a hybrid mail solution set up. Your business can now create and distribute a document without you having to distribute it yourself. But are you benefiting from all the hybrid mail features available?

Read on to discover how else you can benefit from hybrid mail and how the features create even simpler and smarter business solutions.

What is hybrid mail?

You may have a hybrid mail solution in place, but do you know the full definition? Hybrid mail is a document distribution solution by either physical or electronic means. No longer does your business need to print, frank and post documents. Because hybrid mail does this for you!

Once you have a hybrid mail provider, such as Unifiedpost Group, the process is simple. Create your document as normal, click Unifiedpost Group’s print option and we then distribute your document for you.

Not only does your business reduce the time spent on tasks such as printing, stamping and arranging post. But you have a more cost effective solution too. Hybrid mail means no longer paying for printing material and no longer paying for the maintenance and upkeep of printing and franking machines. It really is a simple and smart solution for many businesses.

Want to learn even more about hybrid mail’s definition? Read our blog post here.

What are the hybrid mail features I can benefit from?

Document configuration

Document configuration allows you to add a letterhead or underlay to your document.

What are the benefits of this feature? Your business no longer needs to spend time creating branded letterheads for every document. Instead, add the letterhead within your hybrid mail solution so that it is exactly the same for every document. You have the confidence that everyone in your business is using the same letterhead and same branding.

Attachments and inserts

Hybrid mail allows you to distribute a letter or document with an attachment. For example, you may be sending a change to a customer contract, an invoice or an updated interest rate letter. These documents may only be valid when sent alongside your business’ Terms and Conditions. Rather than adding your T&Cs within your letter, add an attachment when distributing by hybrid mail and we will distribute it for you.

Build up a bank of attachments for your business. Users no longer need to search for these documents and you have the confidence knowing the right documents are going to your customers.

You can also build up a bank of inserts. Inserts are items that are already printed, such as booklets, leaflets or welcome packs. Select an insert to go alongside your letter and Unifiedpost Group’s automated insertion equipment will pack and distribute the two together.

Print and post features

So now your document configuration is set-up and you have picked your attachments, what next? If you’re distributing your document via print and post you have a whole range of options to choose from.

Printing mode

Choose to print in full colour or simple black and white.

Paper

You might want to opt for a standard weight of paper, a lighter type or something a bit thicker and glossier.

Simplex/duplex

Select duplex for a double-sided option, or simplex if you prefer single sides.

Envelope

Choose from a range of options.

Postage

First class, second class, recorded, signed for. Choose which suits each communication best.

Electronic distribution methods

Hybrid mail is a cost effective and time saving solution. Your business spends less time distributing documents in a more cost efficient way. However, your business could go a step further and switch from physical to electronic distribution. Your document arrives with your recipient faster and your business opts for the greener option.

Email – Emailing your document from your hybrid mail system is simple and smart. Enter your recipient’s email address and choose the sender email address too. This means that anyone in your business can distribute a document without needing to have access to a specific inbox. Send emails from marketing@yourcompany.com, customerservice@yourcompany.com straight to your customers. Allow your employees to enter their own sender email address or lock down the options.

Email and print & post – Some communications may need to be sent by email and also print and post. For example, a patient may wish to receive a letter from their doctor’s surgery by post, but the doctor may wish to receive a copy too. Distribute the patient’s letter via print and post, whilst the doctor receives an electronic copy.

Multichannel communication portal – Choose to distribute your ad-hoc communications via your multichannel communication portal. Your end user will receive their document via their chosen channel of choice – portal, app, SMS or email.

Find out more about our multichannel communication portal and it’s business benefits here.

Mail merges

A hybrid mail solution is perfect for sending ad-hoc communications. Creating a document, selecting Unifiedpost Group’s printers and then not having to worry about distribution. An easy and cost efficient process for your business.

But did you know you can also use hybrid mail for more than a few documents as well? Within your hybrid mail solution you can choose a mail merge option too.

This is where you have a word document or PDF with multiple letters within one document. Once you have mail merged your documents, our hybrid mail system will automatically detect the start and end of each document. The system then presents all the addresses found.

You then continue your hybrid mail process as usual. Configure all your documents in one go rather than having to configure each one. Each pack is submitted as a separate document into the system and distributed via your channel of choice, delivering savings in the cost of post.

User levels

Even though you can choose a range of hybrid mail features, you may want certain areas of your business to choose from just a few options. Create different user levels each with a variety of features and options. For example, you may wish for any internal communications to be black and white or second class postage. You can then lock down the options for the employees distributing these documents.

If you would like certain attachments to only be available for certain employees then you can do this too.

Create as few or as many user levels as your business needs, so that your hybrid mail solution is tailored for you and your business stays in control.

Approval

You may have your user levels locked down, but you would still like to check if your documents are being distributed as you had envisioned.

With Unifiedpost Group’s hybrid mail solution you can include an approval process. This means that certain documents can be sent for approval before we distribute them for you. Your business then has the confidence that your chosen outgoing letters, communications or correspondences have been approved before they go out the door.

How to make the most of your hybrid mail solution

To benefit from all the hybrid mail features get in touch with our team to discuss how else your business can benefit. Whether you already have a hybrid mail solution in place or are deciding all the benefits for your business, we can help answer any queries you may have.

Get in touch to discuss the hybrid mail benefits, how your business can have it up and running in just a few days and how you can enjoy hybrid mail’s features.

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