As the world moves from paper documents to mobile self-services, your communication with customers, partners, and authorities grows across all other channels. Next Mailroom is there to capture it all, delivering faster customer service and lower costs.
Correct classification is the key to efficiency. Next Mailroom uses an advanced rule engine to classify each piece of communication automatically. The rules match your specific business setup, recognizing known senders or recipients, such as airlines or specialist doctors you work with. Rules can also look for patterns in subject, body text, and attached documents in emails.
Once a document is classified (as a personal injury report, travel insurance claim, car repair invoice etc.), Next starts hunting for relevant index information.
A document class has its own set of required index data. Next Mailroom searches in text, metadata, and attachments for customer numbers, policy numbers, claims IDs, car registration numbers, Social security numbers, etc. Using text analysis, dynamic zone analysis, and pattern recognition, Next Mailroom does all the heavy lifting for you. To minimize errors, Next immediately verifies the extracted data against your insurance systems and even adds details to the document from these systems.
Once a document is classified and set with the required index values (customer number, policy number, car registration number, claims date etc.), we're ready for the final stage; automatic distribution. Your IT landscape dictates where your documents go. Most documents are destined for an enterprise archive (Next Enterprise archive or your current archive), an insurance system, or a customer portal. Next Mailroom does it all for you.
Automation is the key to becoming flexible, cost efficient, and compliant. But even the best automation leaves exceptions that require manual processing. We help you handle these exceptions efficiently to prevent what you've saved on automation from being spent on cumbersome manual processes.
If Next Mailroom fails to classify a piece of correspondence automatically, it asks a human operator to help out. A structured process is automatically started, and a task is assigned to a relevant operator. Using the friendly Next Mailroom UI, the operator is assisted in selecting the relevant classification type. The human intervention is of course logged for compliance and future learning.
If Next fails to collect all index information, a predefined process involving humans who know how to index this specific class of documents automatically starts. With its user-friendly user interface, Next Mailroom helps them out by automatically validating input with data from the insurance system featuring one-click access to searching the insurance systems for customers, policies, and claims. This intervention is of course logged for compliance and future learning.
Proper rules are the key to performance. Next Mailroom rules are maintained by department staff without the need to involve IT staff or external consultants. If a storm requires you to set up a new rule, you can define, test, and deploy it in minutes. All changes are documented and protected by permissions.
Do you receive documents in a non-machine-readable format? Next Mailroom has an option to automatically perform OCR (optical character recognition). Speak-to-text and object recognition in photos are on the roadmap.
Next lets the right people in — and keeps out the rest. Access to documents, logs, rules, and features is fully controlled by permissions. In line with GDPR, you configure privacy by design and privacy by default. If you don't need it, you can't see it. And forget about circumventing the defined permissions. Security is built-in.
Whenever someone makes a change in Next Mailroom, it is logged to the second. What, who, and when. Even when a document is deleted, the Next audit log shows who did this and when, and Next keeps a copy on record for documentation, unless the document type is classified as protected by GDPR and requires that it is completely destroyed.
Next is easy on the eyes. And easy to use. Next has been rolled out in organizations with thousands of users. Think big and start small.
In case you don't already have an enterprise archive in place, Next Enterprise archive is the obvious option.
In case your insurance systems do not support workflows for claims and such, Next Processes is a viable option.
Next Mailroom is a comprehensive standard product that works right out of the box. Based on experiences from others. Therefore, you get the most "bang for the buck." No demanding projects. No costly implementation. No unpleasant surprises. We call it "Ready-to-Go."
Next Mailroom has excellent support for software updates. New features are immediately available with a one-click update bringing new functionality to all users. No complicated migrations.
Architected for extensibility, Next will not limit you. Almost anything can be customized to meet your needs. Need to validate policy numbers in your insurance system? Or distribute directly to your portal? Next will take you there. Preserving seamless software updates.
Next Mailroom runs on your servers or in the cloud. Amazing performance on impressively moderate hardware. With no surprise costs to external databases. Next captures emails from any email sever, and syncs its users easily with your AD, or any other directory services.
You can get Next Mailroom the way that match your setup:
|In the cloud||On premise|
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Millions of documents are processed using Next Mailroom each year.
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