Automated inbound communication processing thanks to Doxis4
The average company receives huge amounts of documents every day through a range of different channels (post, email, fax, Internet). This can put a great deal of pressure on its business processes if these documents don't reach the correct recipients in time. Some inbound documents have to be shared with several different staff members and departments, which is often difficult to manage using conventional postal and email distribution services.
The Doxis4 Inbound Centre enables companies to capture and distribute all of their incoming post, emails and faxes. Scanned paper documents and electronic documents are joined together within one single process, making sure that only one form of media is used. This solution isn't only suitable for larger corporations, an increasing number of medium-sized companies are now enjoying its benefits too.
The advantages are clear: Transportation and waiting times drop to almost nothing. All documents are made available in a standard media format almost as soon as they are entered into the system. They are then ready to edit and visible in terms of their content and process background. This helps to speed up processes. Inbound documents are assigned to a process instance which enables users to call up all further information.
This solution can deal with all forms of documents: Structured documents (forms), documents with weak structures (e.g. invoices, delivery notes, etc.) and unstructured texts, particularly email communication or general correspondence.
What it has to offer
- Multi-channel processing, keeping all documents in a single media format
- Automation by classifying content
- Quick allocation and distribution speeds up processing and improves information
- Direct integration into business processes
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Features & strengths
The Doxis4 Inbound Centre enables all inbound channels and media to be integrated into business processes, bringing both digitalised (scanned) and electronic documents into a single process. It also supports unstructured text documents (e.g. emails) as well as documents and forms with weak structures.
Inbound communication processing with Doxis4 works hand in hand with processing items electronically within the Doxis4 iECM Suite. In addition to the inbound documents, users will also receive full access to all other information related to the content in question.
When combined with electronic records, such as customer records or supplier files, incoming documents and email can be filed quickly and in the most suitable record folder. This means that all documents and emails containing requests, orders, enquiries and other important information related to a particular customer are made available within a business context. It can also be made available to other colleagues for day-to-day business or when providing holiday cover. Search functions cover both content and metadata in documents and emails as well as all records containing the required information.
Inbound communication processing with the Doxis4 iECM Suite enables you to integrate the suite with other business applications to suit your own requirements and tasks. Both generic and specific interfaces, services and add-ins enable you to set up a range of different integration scenarios, starting from a general link all the way up to complete seamless integration. Doxis4 is scalable and can be adjusted to meet your organisation's own business processes.
All processes concerning inbound communication are documented in a transparent manner and documents are archived using audit-proof technology. When combined with the Doxis4 Archive, retention periods are managed automatically so that documents that have to be retained can be stored securely in accordance with any legal, internal and industry-based compliance regulations. The Doxis4 iECM Suite's security measures have been confirmed in accordance with the German Institute of Public Auditors' standard IDW PS 880 by the internationally renowned auditing company Deloitte & Touche. The electronic archiving procedures are therefore audit-proof in accordance with the generally accepted principles of computerized accounting systems, the German Tax Code, the German Commercial Code and principles of data access and the auditability of digital records.
Doxis4 speeds up the distribution of incoming post, faxes, emails, etc. It makes all information available in a single media format, making it easier to process data.
Doxis4 integrates all business correspondence sent via email into the company's business processes and helps it to adhere to all retention obligations and compliance regulations.
Doxis4 automatically processes all inbound invoices (accounts payable) with and without references to the original order, plus part invoices, collective invoices, credit notes, etc. on a daily basis.