Digital inbox

Digital inbox

Digitize, distribute and archive mail

Using a central digital inbox, your physical/digital mail is automatically distributed and processed within the company. The distribution is easy to understand and, if you wish, your mail can either be archived in a legally secure manner or you can take on individual steps yourself.

For paper correspondence (letters, invoices, etc.), the first step is to scan the documents upon receipt. redIT can also integrate and process electronic documents and information directly into the digital inbox. Using automation, the individual documents are classified according to your specifications or rules. All documents that cannot be classified are processed and assigned directly by our employees. Our customers' rules also specify which documents, letters, etc. we are not allowed to open. These go directly back to the customer.

The documents are further processed using OCR technology or data recognition. Through the digital inbox, the documents with the extracted data are sent to the correct recipient, the responsible person or the correct process or specialist department such as accounting, customer service, etc.

The following solution variants are available for processing analogue inboxes:

• Input
  • The customer redirects all mail to redIT. redIT opens the letters and scans the documents
  • The customer opens the letters themselves, puts all the documents that need to be digitized on the scanner and sends them to redIT

• Processing: The scanned documents can now be processed in different ways:

• 1. The full text is created and the document is forwarded to the customer's desired email address
  2. The full text is created and the document is classified so that it can be forwarded to a specific email address
  3. As described above, however, the document is archived so that it can be accessed and downloaded at any time
  4. ... and many other options to meet customer requirements

Workflows around the digital inbox

Input:
Digitization of any documents
Document recognition of already digital documents

Processing:
Categorization, routing

Storage in DMS (Sharepoint):
Access for authorized employees
Triggering additional workflows

Our inbox is not only suitable for digitizing incoming documents. It can serve as a starting point for additional process automation. This means that documents are not only classified and sent to the correct email address. We can also create metadata about the documents so that they can be used for further processes (e.g. for approvals). This means that customer-specific workflows can be easily implemented.

In short: Wherever a company still uses paper that needs to be digitized or where content needs to be read out, we offer efficient solutions.

Example accounts payable workflow:

For everyone who wants to search less and reduce costs

If you spend a lot of time searching for information, manual processing causes high costs or important documents such as contracts are forwarded too slowly, then the digital inbox will support you. The physical storage of paper documents is largely eliminated and you can use the space gained again. In general, this is a process that is worth digitizing.