Automates your handling of communication with customers, partners, and the authorities. For flexibility, cost efficiency, and compliance.
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Next Mailroom automates the entire process from capture, over classification and indexing to final distribution of processed correspondance. Next Mailroom combines advanced robotic technology, with organized human involvement. Next Mailroom plugs right into your IT landscape - on premise or in the cloud.
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The number of paper documents you receive is declining rapidly. But at the same time new channels of communication are taking off. The amount of dialog with customers, partners, and the autorities is increasing by the day. And so are your customers' expectations to how fast you respond. Next Mailroom, with it's onmichannel capture, is the solution to tame all this correspondance in a flexible, cost efficient, and reliable way.
Correct classification is the key to efficiency. Next uses an advanced rule engine to classify each peice of communication automatically. The rules match your specific business setup. Rules recognize sender or recipient as in a list of known airlines, or the specialist doctors you work with. Rules can also look for patterns in the subject, the body text, and even inside attached documents, when we talk about emails.
Once a document is classified - as a Personal injury report, a Travel insurance claim, a Car repair invoice, or one of the houndreds specific classification types - Next is ready to go hunt for relevant index information.
[Illustration: New 3d rendering of an email with attachments, where key data is extracted]
Each document class has its own set of required index data. Next searches in the text, in metadata, and even in attachments for Customer numbers, Policy numbers, Claims IDs, Car regisation numbers, Social security numbers etc. Text analysis, dynamic zone analysis, and pattern recognition are the tools used to get the job done. To mimimize errors, Next immidiately verify the extracted data against your insurance systems. Even adds details to the document from these systems.
[Illustration: Beautiful screen shot of Next Archive or Next Process in a Mac]
Once a document is classified and has all the required index values set - Customer number, Policy number, Car registration number, and Claims date - we're ready for the final stage - the automatic distribution. Where excatly your indexed documents go, all depends on your IT landscape. Most documents are destined for an enterprise archive. Next Enterprise archive, or any other archive you already have in place. Typically also one or more insurance systems. And maybe a customer portal is to be notified as well. Next Mailroom simply fits in.
The key to become flexible, cost efficient, and compliant is automation. Even the best automation leaves manual tasks behind. TYou must keep your manual processes in shape. Or loose what you've gained from automation, on cumbersome manual processes. With Next Mailroom, we pay just as much attention to the exceptions and the processes to handled them, as we do to the exciting technology that takes care of the automation.
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Whenever Next Mailroom fails to classify a piece of correspondence automatically, it asks a human operator to help out. A strucured process is automatically started, and a task assigned to a relevant operator. From the easy to use UI, they then select the relevant classification type. Easy, and assisted all the way. The human intervention is of course logged for compliance, and for future learning.
[Illustration: Manual indexing with lookup]
From time to time even Next fails to collect all index information. Next Mailroom automatically starts a predefined process that involves humans who knows how to index this specific class of documents. From the easy to use UI, they will enter missing index data. Helped by automatic validation against data from the insurance system. And with one-click access to searching the insurance systemes for customers, policies, claims etc. This intervention is of course logged for compliance, and for future learning.
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The right rules at all times, is the key to performance. The rules are maintained by people in the departments. Without the need to involve staff from IT, or external consultants. This allows t fast reaction. If a storm requires a new rule in place, it can be done in minutes.
Still rules are managed professionally. Defined. Tested. And then deployed. Protected by permissions. And with all changes documented.
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When you automate your mailroom processing, it becomes increasingly important to log and monitor what's going on. We process higly confidential and GDPR protected documents, that are essencial to the performance of the business. Everything that happens to each document is logged to the second. You get full overview of status and performance in your mailroom processesing. If one or more documents get stranded, Next will automatically notify the responsible manager.
Get documents that are not in a '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 in the right people – 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 cant see it. And forget about circumventing the defined permissions. Security is built-in.
Whenever someone makes a change in Next Mailroom , it’s logged to the second. What, who, and when. Even when a document is deleted, the Next audit log shows by whom and when. And Next keeps a copy on record for documentation. Unless this document type is classified as protected by GDPR and required to be completely destroid.
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 an viable option.
Next Mailroom is a complete 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 project. No costly implementation. No unpleasant surprises. We call it "Ready-to-Go."
Next Mailroom has excellent support for software updates. As the software evolves and new features are added, updates are immediately available. And with a one-click update to bring 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 they way that match your setup
In the cloud On premise
One-time license Subscription
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Millions of documents are processed using Next Mailroom each year.
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