OpenText for Digital Mailroom
Classification & automated routing
The maturity level of a mail room solution (digital mailroom) can be done in multiple steps. The higher the automation or recognition at entry level, the better the incoming documents can be distributed directly to the responsible case handler and enriched with additional information.
Maturity level of a mail room solution
Brief description of the solution
In the OCR all the input channels of a company, e.g. email, fax or paper mail can be processed. Paper mail can be processed for OCR either by manual presorting or by a ruleset in the scanning software (Enterprise Scan). Documents which are available in digital form via email or fax, are processed directly by the OCR..
After the documents have been classified by the OCR and the data has been extracted the central ‘mail distribution process’ starts, the recognized/extracted receipt information is applied and the document is ‘pre-archived’. Through the classification/sorting the document are distributed to the respective departments by predefined rules. There, all documents can be handled according to the document class, subprocesses can be initiated, set to resubmission or be forwarded to additional process participants.
With the OpenText Capture Center, highly flexible recognition and extraction workflows can be created. This recognition process can already use default recognition modules. Defaults contribute towards improving results and allow access to/matching with external reference data (creditors/customers/orders/etc.).
OCR configuration and analysis of the recognition
In this example the following classifications are automatically recognized and processed. Unrecognized or unclassifiable documents are automatically sent to a postprocessing workspace with recommended values:
- Credit items
- Complaint files
Depending on the classification, the documents are allocated to the respective subprocesses. E.g. in the case of the classification ‘invoice’ to the default process invoice processing.
In this process step an allocation to the separate companies and subsidiaries is done, according to the desired/existing enterprise structure.
The mail distribution process handles the classification and distribution of incoming documents to the individual departments.
After the documents have been processed by the respective department and their class and meta values have been confirmed, a subsequent process can be initiated. For example the incoming documents can be sent to individual subprocesses depending on the respective document class and therefore the invoice processing can be started directly from the mail distribution with all information.
Optionally, documents can be randomly sent to quality control. Quality control can inspect the classification and legal compliance of the document, among other things. If necessary, the document can be tagged with comments and sent back to the previous processing department.
Process journal (flow trace)
Every step of the process, every annotation or action is caught in a protocol/history and therefore traceability is ensured. At the end of the process a PDF can be generated and stored audit proof in the archive. Particular search queries allow for quick research of the documents as evidence for e.g. revision demands. If desired this process protocol can also be linked to the corresponding SAP documents.
Default process mail distribution (highly customizable)
In this example the OCR has extracted various metadata from the document, depending on the document class. The recognized values can be matched against a third party (improvement of recognition quality). From the color coding of the fields the user can directly see which field were recognized with a high (green) or low (red) confidence level.
Adding annotations (text, lines, stamps, highlights, etc.) is incorporated by default. In this example the documents are viewed in a web viewer. Therefore no installation on the client is required. The document can be integrated into the form or be displayed in a separate window (popup) or completely separate on a second screen. This can be changed in the project according to the user’s needs.
Header data incoming document (form highly customizable)