How much mail does your company generally receive?
Companies receive inbound invoices, orders, doctor's notes, contracts, and many other documents in different ways every day – by e-mail, in paper format, or even by fax. But how long does it take for this incoming information to reach the right person or land in the right mailbox? And what's the best way to deal with ever growing volumes of mail?
The challenges
When it comes to mail, companies face a wide range of challenges: from circulating inbound mail, to high resource requirements, to the "issue" of working from home. After all, how do employees working from home, and not the office, get their mail? The result is a lack of prioritization and slow response times.
Digitalization gets the job done
An enterprise content management (ECM) system lays the ideal foundation for efficient processing of inbound mail. Interaction between different digitalization components creates a smart solution for your mailroom. This solution recognizes the urgency of specific requests, speeding up your response times.
Contact ELO sales partners
You want to introduce ELO at your company? No problem – our sales partners will be happy to help you!
ELO offers a worldwide network of trained and certified system vendors and IT consultants that support you in selecting, implementing, and customizing your ELO software.
Medical certificates
An employee submits a doctor's note by mail. The document is scanned in the central mailroom, analyzed, and added to the employee's personnel file based on the information contained. Additional processes can be added to workflows: For example, colleagues can automatically be informed of illness-related absences or corresponding substitution rules can be put in place.
Hotel reservations
You want to book a hotel room for a business trip and so you submit an e-mail request. The hotel sends a quotation and you then book the room. Incoming e-mails can automatically be allocated to the corresponding booking and forwarded to the right recipient based on information in the e-mail correspondence, from the travel dates, to the room rates, to the booking number.
Organize your mailroom in just four steps
Centralized mailroom
Incoming documents can be captured via interfaces to different input channels and transferred to your ECM system. Whether paper invoices, e-mails and attachments, or faxes – the way mail reaches your company makes no difference in terms of processing.
Classification and data analysis
After mail arrives, the documents are classified using the intelligent classification module ELO DocXtractor. The document type is identified and the corresponding business case is derived based on it. The information required for processing is read straight from the document.
Assignment to department
Documents are moved to departmental mailboxes based on the information they contain. If the document is missing the necessary information or the data cannot be allocated, it remains in the global inbox folder and can be assigned to the right mailbox by an employee.
Transfer to workflow
As soon as a document has been assigned to a department's mailbox, the document can be processed in a workflow. Incorrectly allocated documents can easily be moved to the mailboxes of other departments at any time. The benefit: The solution learns and improves in the process.
Digitalization begins with goods received
Southern Italian retailer Carelli relies completely on digital workflows for its goods received process: Up to 1,500 documents, from orders to delivery notes to invoices, are scanned and forwarded to downstream processes daily, saving time and resources.
“ELO has helped us automate and streamline our goods received and mailroom processes.”
Stefano Incerto, Head of IT, Carelli Srl
Our solutions for smart mailroom workflows
Central digitalization platform
ELO ECM Suite is the perfect basis for digital processes, starting with the mailroom. Mailbox functions and dynamic filing structures streamline workflows for inbound documents. These documents are stored in line with law in the central repository, available at all times.
Intelligent document analysis
ELO DocXtractor classifies and analyzes incoming documents, extracting information from them. The adaptive system uses modern AI technology to validate data, supporting allocation to downstream business processes.
Smart department-specific solutions
Arriving mail has to be routed and processed, too. Invoices have to be forwarded, approved, and posted, contracts filed in line with law, and HR documents processed. Discover our solutions for specialist applications.
Contact ELO sales partners
You want to introduce ELO at your company? No problem – our sales partners will be happy to help you!
ELO offers a worldwide network of trained and certified system vendors and IT consultants that support you in selecting, implementing, and customizing your ELO software.
