Automated all the way from a paper document to your digital workbasket

Electronic inbound mail processing with Doxis4

When you want to create efficient corporate processes, you have to make sure that inbound letters, faxes, etc. can be distributed quickly for further processing. Inbound mail processing with Doxis4 makes sure that all mail received from all channels is dealt with in a consistent and standardised manner: from capturing and archiving documents to sending them exactly where they need to go.

Being able to process documents electronically (no matter what their format) helps you to save time, streamlines business processes, improves transparency in processes and document versions, and raises the quality of your work. No longer having to distribute paper copies and perform unproductive, repetitive tasks like manual data entry and letter sorting means that you can reduce both through-put times and costs significantly.

Your employees will have access to all inbound documents (including metadata) as soon as they have been put into digital form. You can now work with data in a single media format and no longer have to switch between piles of paperwork and your computer workstation.

Inbound mail is automatically processed as follows: The process starts with the document being scanned using Doxis4 Capture. This function supports a range of different scanning scenarios, from a single centralised scanning process to scanning documents at various different locations. The system then uses a combination of content-based, adaptive and manual processes to automatically send digitalised documents to the intended recipient, be it an individual or an entire organisational unit. All relevant information from structured documents can be extracted and verified. The system uses extremely precise and efficient technology to extract and classify data, combining content-based, adaptive processes and rule-based methodology.

In order to process inbound mail with Doxis4, the Doxis4 Capture module is required for capturing (scanning) hard copies of documents. The Doxis4 InputConnect module is responsible for integrating electronic documents and data flows into the Doxis4 Inbound Center. Doxis4 InboundMaster allocates documents by content and automatically extracts the necessary data.

Find out more about inbound mail processing with Doxis4

What it has to offer

  • Ability to process all inbound documents on a daily basis
  • Automatic data classification, extraction and allocation to business processes, work items and contact partners
  • Quick access to all information ensures that employees can stay up-to-date at all times
  • Reduced processing and through-put times
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Features & strengths

  • Universal solution for all mail and document channels

    Inbound mail processing with Doxis4 is perfect for any area of business that receives documents by post, fax, email, etc. on a regular basis. This innovative solution includes automatic indexing for documents which makes it easier to file data in the electronic archive/Content Repository. When combined with eRecords and electronic processes, incoming documents can be automatically assigned to the corresponding process (e.g. applications, damage claims, etc.) and corresponding record (e.g. customer records, supplier records, etc.). Any mail related to accounts payable and receivable can be processed as part of an almost fully automated sequence. Classification and extraction tools enable you to carry out a complete analysis of the content of a document, the results of which can be used to automate certain processes. 

  • Automatic classification

    The classification function automatically assigns documents to divisions, departments, individual employees, product representatives, etc., on the basis of their content. By combining a variety of approaches (e.g. template classification, classification using an associative search function, form ID classification, image-size classification, phrase-based classification), the system uses all relevant document properties to assign the entire range of documents to a context, from structured forms to unstructured commentaries.

  • Intelligent extraction techniques

    Doxis4 also applies an intelligent, adaptive approach to automatically extract data according to context. Even if the document layout has been changed or the original document is of a poorer quality, content extraction always has a high success rate. Doxis4 InboundMaster uses sample documents to learn about the context of data and uses this study as a basis for identifying relevant information, even for brand new document types. Doxis4 also applies a number of other intelligent extraction techniques, one of the most impressive of which is the table extraction function which automatically reviews even the largest and most complex tables. The innovative multi-field analysis and address analysis enable you to compare standard data pools and/or customer-specific data.

  • Validation you can trust

    Once your data has been extracted, it is then automatically validated at a local level (e.g. value ranges, formatting restrictions, digit checks, etc.) and compared with databases and online data pools. The option to import master data and integrate operating data for particular customers helps to ensure that validation processes are always up-to-date and secure. If the system is unable to automatically read a receipt properly, its data can be confirmed, altered or corrected in the Doxis4 InboundMaster homepage. 

  • Certified, audit-proof archiving

    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.

Westfalen Group

Doxis4 is the ECM platform used across the entire Westfalen Group. Over the past 15 years, the SER system has consistently been expanded, with the result that nearly all of Westfalen's departments and corporate divisions now work with Doxis4.

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Dürr Dental AG

Dürr Dental has automated the processing of delivery notes and incoming invoices and has integrated the Doxis4 solution with the leading IFS ERP system.

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There are now already 43 million documents in the LBS Doxis4 system. 300 LBS employees work with electronic records, such as building loan records, loan records and legal records.

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Landschaftsverband Westfalen-Lippe

The LWL relies on integrated ECM from SER across all of its departments. It uses electronic records, archiving, auditing and the KTQ handbook.

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City of Göttingen

Göttingen City Council relies on eGovernment and has introduced records management with electronic records
and electronic complaint management from SER.

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Eissmann Group Automotive

The Eissmann Group made the decision to use the Doxis4 iECM Suite from SER across the entire business.

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Ärztliche Verrechnungsstelle Büdingen

The Ärztliche Verrechnungsstelle Büdingen uses the archive, DMS, eRecords, workbaskets, workflow, Capture and SmartOffice Plus from the Doxis4 iECM Suite.

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DER Touristik

With its Doxis4 solution, the group processes more than half a million incoming invoices automatically and archives all invoicing documents in an audit-proof manner in the SER archive.

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EDEKA Nord manages information including plans, acceptances, contracts, and ongoing invoices for its markets in electronic property records with the aim of providing documents in a quick, simple and paperless manner.

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Potential areas of application

Doxis4 is the ideal state-of-the-art solution for processing inbound mail and can be applied in a wide range of areas.

Application within a company

Use within a company: central use (at one site), decentralised use
(at several sites) or spread throughout the company (in individual divisions/departments).

Outsourcing to a service provider

Installation at a service provider (hosting) – responsible for processing inbound mail (particularly reading data) either in full or in part for customers/organisations.

Shared services / insourcing

Consolidated, central solution for shared services performed by a central department. Option to insource, i.e. perform processes for external organisations.