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OpenSky MailRoom - Routing and document classification

Web-based Routing designed to support Document Management Systems and Document Management processes. OpenSky is a solution for processing and classifying information in distributed environment from file queues, e-Mail boxes or scanned documents. The solution comes with intuitive interface design, which allows minimum stuff training and rapid implementation, integrated DMS and Routing rule engines.

The engine provides bases for any customised process implementation, for example latest implementations were configured to manage optical cable routing and IFRS16 implementation.

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Introduction

Workflow is the series of activities that are necessary to complete a task.

A workflow consists of an orchestrated and repeatable pattern of business activity enabled by the systematic organization of resources into processes that transform materials, provide services, or process information. It can be depicted as a sequence of operations, declared as work of a person or group, an organization of staff, or one or more simple or complex mechanisms.

From a more abstract or higher-level perspective, workflow may be considered a view or representation of real work. The flow being described may refer to a document, service or product that is being transferred from one step to another.

Workflows may be viewed as one fundamental building block to be combined with other parts of an organization's structure such as information technology, teams, projects and hierarchies.

Source: Wikipedia

Managing client correspondence can become a difficult task, especially if you are governed by Service Level Agreements. OpenSky Mailroom was designed to assist with this process. The application consumes its workload from multiple POP email boxes and provides distributed management facility of work across multiple system users. This solution can be adopted for claims processing, policy queries and other business processes where client communication is received into central email box.

Besides managing correspondence, the solution is also adopted to index and classify scanned documentation, especially in the environment where line of business integration is necessary and document classification is complex, e.g. the document classification hierarchy consists of multiple levels.

For example:

  • Work item classification (email)
  •     Document classification (attachment)
  •         Document sub-classification (attachment)

OpenSky Mailroom is integrated with Document Management System for long-term document archival. It also keeps activity history for predefined amount of time and makes all correspondence searchable and accessible within seconds.

Using this platform, we were able to deliver very specialized client requirements, like managing optic fiber connectivity records and IFRS16 (accounting standard) calculations and reporting.

    Features

  • Simple user interfaces
  • Multiple mailboxes
  • Work allocation
  • Work escalation
  • Pre-defined responses
  • Document classification
  • LOB Integration
  • Export to various formats
  • Web based platform

Features

  • Simple user interfaces
  • All interfaces are designed with the standard look-and-feel of Internet Mail. User training is minimal.

  • Multiple mailboxes
  • System Work-loader is capable of connecting to various POP mailboxes to consume work.

  • Work allocation
  • Provided facility to “push” or “pull” work form the queue and well as flexible configuration of work allocation rules.

  • Work escalation
  • Work routing mechanisms of work items to groups and users.

  • Pre-defined responses
  • Allows to utilize pre-defined user responses, with rich text formatting via Reply or Forward.

  • Document classification
  • Provides flexible document classification structures, from simple one-level classification to multi-level document indexing.

  • LOB Integration
  • Allows for rapid integration with applications like MS SharePoint, MS Dynamics, TIA or any other line-of-business solutions via Web Services.

  • Export to various formats
  • Export information into LOB solution using various document format converters, including full text OCR facility.

  • Web based platform
  • Zero-based client computer installation, completely we-based portal, designed in HTML5 and CSS3, having cross-browser compatability.

    Interfaces

    Shared mailbox
    Item classification
    Reporting
    Integrated document search