Digital Mailroom Automation

Capture all incoming communication and process it at lightning speeds

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Ensure your customers get the response time they expect

Companies must live up to customers’ expectations, and in the world of instant gratification, fast responses do rule the day. Customers expect accurate, personalised, and increasingly faster customer service response times. Automated responses can help, but they don’t count. So how do you manage these expectations from every incoming channel? Enter Digital Mailroom Automation.

Your New Point of Entry

Capture all the types of communications your company receives on arrival, and simultaneously organise, archive and grant access to that data quickly and effectively from one central location. Ensure easy access to information across your organisation by eliminating bottlenecks using intelligent document processing.

An Intelligent Document Processing platform can capture the content within documents & communications and route the information to the correct processes and people.

Business Process
documents image
Postal mails and Emails
Postal Mail &
MFP and Mobile Image
MFP & Mobile
invoice and contracts
Invoices &
Application forms and orders image
Application Forms
& Orders
claims image
Data extration image
Full text recongination image
Full Text
Intelligent capture image
Contract department image
accounting department image
Customer Service Image

Key Features

Ingest Multi-
Channel Inputs
Includes paper mail, email attachments, portal submission, fax, social networks communications, and more.
Cognitive Capture
Identify & classify all structured, semi-structured, and even unstructured documents from scanners, multi-function devices, web, and email.
Machine Learning
Allows continuous improvement for the understanding of context, relationships, and entities within documents.
Made For Workflows
Intelligent entry point for incoming information to be delivered to your workflow processes without the need for manual intervention.
Document Classification
Documents with complex structures such as continuous tables or repeatable document sections are catalogued for better content classification.
Classification And
Content Classification
Documents are classified on their appearances and routed to the appropriate people and processes in your business.
Rules-Based Processing
Rules defined in the cognitive capture engine ensure fast delivery of information to the right person.
Case Management
Support for case folders, document sets, annotation, and notes.
Proprietary Connectors
Seamless integration with all ERP and CRM line of business solutions
Natural Language
Sentiment Analysis extracts subjective qualities such as attitudes & emotions. Named entity recognition identifies words or phrases as useful entities within the document.

How will it benefit my business?

Built to scale and save money by eliminating the need to maintain paper documents and maintain legacy systems.

Save time by reducing errors and increasing accessibility to documents and information.

Increase customer satisfaction by reducing wait times and responding with personalised accurate responses.

Improve security and decrease lost and misfiled documents caused by human error.

Case Studies

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Which technologies does a digital mailroom use?

Digital Mailrooms transform intensive business workflows using Intelligent automation, a combination of capture and artificial intelligence technologies such as natural language processing (NLP), and machine language (ML). It also uses low-code and no-code development capabilities such as process orchestration and robotic process automation.

After mail gets scanned what happens?

After paper mail is scanned, the cognitive capture technology and artificial intelligence convert unstructured data into structured data assets. Advanced AI technologies categorise the information by type and essential data is delivered in the correct format to the appropriate business process or people in a timely manner.

How do you ensure that a digital mailroom will interpret messages and queries and forward them to the right addresses?

Mailroom automation acts as a single point of entry for all document processing in a business. The software creates a digital image of each document (received via email, fax, scan, etc.) and recognises the type of document using its machine learning capabilities. The software keeps a track of the document layout and uses document content to recognise keywords. It then routes the documents to appropriate stakeholders or departments for further processing. If the system does not recognise the document accurately, additional training to the system can be provided by a human/back-office team member to improve the machine learning algorithm and detection rate.

Processed documents can also be routed to specialised document automation such as customer onboarding (for example if they were application forms), accounts payable (if they are invoices, credits, statements), or HR (for payroll and recruitment-related communication), just as an example.

How does a digital mailroom lead to faster response time?

Automated mail classification and routing makes information available in the business enterprise system faster in order to initiate, support, and complete transactions. This will shorten your processing and response times to customer inquiries.

Why is mailroom automation key to a digital transformation?

Hybrid working is now the norm. Employees aren’t solely located in offices anymore, therefore the need for a digital mailroom is expanding. Access to information is critical, and that’s why businesses are heavily investing in better digital document management. It’s not enough to just scan documents and email them, the information on those pages needs to be unlocked to extract all business-relevant information.