Inbound Email Processing
Automatic email processing and read-only archiving or email input in every format
Can you automatically process, display, and archive incoming email?
More and more documents are being sent as email attachments. This is true for every type of customer correspondence: damage reports, accident/repair reports, termination notices, rate offers, policies, certificates, authentications, address changes, etc. The challenge: How does the recipient prepare e-mail and e-mail attachments for high-quality display and editing on the screen?
And another thing: how does the recipient convert email text and attachments, regardless of format, for read-only, long-term archiving?
Many companies work with incoming mail processing systems that are limited in their ability to convert email into the required formats for downstream processing. How are you supposed to open an attachment in a highly specialized format, such as InDesign, if you don’t even have the program?
Employees often are forced to print out the electronic messages and attachments just to be able to read them. That requires resources when you consider that email attachments nowadays can be extremely complex documents with countless pages. Wouldn’t it be nice to convert them into high-resolution, color PDF files? That would eliminate not only the need for printing, but would also provide the basis for secure archiving– after all, converting PDF to PDF/A is a but a small step. Wouldn’t it also be nice to universally digitize and automate email logging, preparation, and forwarding?
Email processing: Do you work in a black box or interactively?
The fact is that the palette of formats used for e-mail attachments is enormous and includes rare variants. It gets really complicated if an email contains files in different formats (TIFF, JPG, PDF, and so on).
So logging, converting, and merging these different e-mail attachments into a single consistent instance (electronic customer file) is expensive and prone to error.
IT-supported systems are more efficient, and hence better at recognizing, automatically processing, and archiving every type of e-mail input. This makes the work of employees tasked with processing easier and more secure.
There are two basic methods of email processing:
Black-box processing (central conversion)
Basically, every incoming email and its attachment are automatically converted into PDF/A, sent for downstream processing and then archived.
This involves the “intelligent” compilation of e-mail documents of different file formats into an electronic dossier (customer file/instance). The processing employee first opens the e-mail and attachment from his or her regular mail client (Outlook Lotus, Notes, etc.) and decides what needs to be processed. Then the standard black-box workflow takes over: conversion – processing – archiving.
Interactive processing is especially useful if not all documents need archiving. Modern input management systems are designed to automatically recognize and process all the standard e-mail attachment formats. Furthermore, they are also able to bundle documents and archive them as PDF/A files indexed specifically to the customer or procedure.
Automatic processing of e-mail and fax input with read-only archiving enhances security and frees up resources
Compart offers solutions for both central and interactive processing of e-mail input regardless of format. These solutions are designed to support high throughput and can be easily integrated into existing structures for electronic inbound mail processing.
Compart solutions support not only the processing of e-mail, but of faxes as well. The files, which typically arrive in TIFF format, are automatically prepared for processing and converted to PDF/A.
Compart has more than 20 years experience converting and modifying different data streams. This expertise is reflected in all the solutions in the DocBridge family of products.