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OCR & Document, Email, and Fax Capture

Intelligent Document Processing, OCR Scanning, Fax and Email Capture


Our intelligent document capture solutions use advanced technology such as People-Augmented AI, Machine Learning, and IoT Smart Connected Scanning™ for more accurate classification, extraction and validation across all document formats.

OCR Software-what is it and

why should I care?

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OCR Software-what is it and why should I care?

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Augment Your Processes with AI


CAPSYS® is a leading provider of Cloud and On-Premises based Intelligent Document Processing, Scanning, Fax and Email Capture solutions designed to streamline the process of acquiring structured, semi-structured, or unstructured documents and information helping our customers go fully digital to transform their business. CAPSYS leverages the use of industry-standard HTML5 Web-browsers for the end user experience such as Google Chrome, Microsoft Edge, Safari, Brave, or Firefox.


The company’s primary product, CAPSYS CAPTURE ONLINE, can easily and efficiently capture documents for organizations of any size and volume from anywhere at any time in both centralized and distributed document capture environments. CAPSYS CAPTURE ONLINE also can provide robust fax and email message capture along with attachment capture and processing using optional components called EmailGateway and Fax InputSources. CAPSYS CAPTURE is available as a traditional “on-premises” deployment, subscription-based “on-demand” (CAPSYS CAPTURE ONLINE) hosted in either Microsoft® Windows Azure Commercial or Azure Government Edition Datacenters.


CAPSYS also provides industry-leading People-Augmented AI solutions called DynamicOCR DynamicOCR performs the heavy lifting behind the scenes by automatically targeting and extracting the High-Value Business Data that is needed downstream and/or elsewhere within your mission-critical business processes and your line of business systems. High-Value Business Data that your Knowledge Workers today are painstakingly manually searching for – page by page, word by word – only to then manually re-key the identified data into a document capture solution and/or elsewhere within an entirely different application or line of business system.


Learn about the industry’s first IoT Smart Connected Scanning solution powered by CAPSYS CAPTURE ONLINE.


CAPSYS provides affordable, easy-to-deploy document capture solutions in a completely Web-based environment through its national network of channel partners such as IDT.

VIEW CAPSYSTECH WEBSITE

Easily onboard your paper and digitally based content into your ECM Workflow Processes


Intelligent Document Processing, Scanning, Fax and Email Capture solutions designed to streamline the process of acquiring structured, semi-structured, or unstructured documents and information helping our customers go fully digital to transform their business.


Capture begins your workflow processes and it serves as the necessary on-ramp to ingest all of your content regardless of its source - Email systems with attachments, Faxes, Distributed or Centralized Scanning and/or Multi-Function Printer devices, as well as Electronic File Importing.

End the Shared Emailbox Nightmare

CAPSYS CAPTURE EMail Gateway is a powerful CAPSYS CAPTURE™ server extension (ExecuBot™) that monitors your organization's email boxes and captures all of the message content automatically creating CAPSYS CAPTURE cases and their appropriate indexes or metadata. The information captured can include (but is not limited to) the sender's email address and domain, date and time, subject, message body, email aliases plus each of the email message attachments.

Once an email is sent to your email box(es) that is being monitored by CAPSYS CAPTURE, Email Gateway ingests the resulting message(s) and attachment(s) for further document and case management processing. Any attachments associated with the message are automatically extracted from the email message and the individual attachments are created inside of the corresponding CAPSYS CAPTURE case and noted accordingly as individual documents. Various business rules that consist of case routing, data extraction, case creation notifications, and more can be configured throughout the entire email message capture process.


Download and Read the CAPSYS CAPTURE Email Gateway Solution Brief!

The Benefits?

No Printing, Scanning, or Manual Indexing of email messages or their associated attachments! The process is completely automated. What could be easier?


Consider CAPSYS Email Gateway for:


  • Automation of Sales Order Entry processes into an ERP or Line of Business Systems


  • Management of Automated Inbound Correspondence


  • Triggering workflows for New Business Underwriting


  • Front ending Invoice Processing systems


  • Customer care and incoming website inquiries and much more!

Key Features

  • Captures multiple different file type attachments.
  • Assigns incoming emails to CAPSYS users, based on business rules.
  • Modern Authentication 2.0 Support.
  • Supports moving processed messages to a separate folder.
  • PDF conversion option converts PDF attachments to TIFF or JPG.
  • Automatically determines CAPSYS batch profile and document type via CAPSYS indexes or scripts.

If you’re looking to get out of the business of manually managing your Shared Email Boxes, then CAPSYS is here to help you start your smarter content services platform journey. Because today, it’s likely you are losing sleep and your team members and organization are likely caught up in the following repetitive, inefficient, costly work steps. Let us help you solve these challenges!

Improve your Document and Data Capture Processes with IDT Today

Are you ready to revolutionize your Document Capture process? Elevate your efficiency, and improve your document and data capture processes. Act now and transform your business operations for a more productive tomorrow!

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Departmental and Enterprise Platforms


Our industry-leading data and document capture platforms support robust omni-channel on-ramp document capture capabilities, allowing your organization to easily:

  • Capture paper and digital content from production class high-speed document scanners, mobile devices, emails, attachments, faxes, and forms. 
  • While capturing your various documents, we classify and categorize them while extracting High-Value Business Data used in the daily course of business helping your organization make informed business decisions using our workflow and intelligent capture solutions.

Browse through our various Cloud, Hybrid Cloud and On-Premises based data and document capture offerings from our premier partners below. 


CAPSYS® is a leading provider of Cloud and On-Premises based Intelligent Document Processing, Scanning, Fax and Email Capture solutions designed to streamline the process of acquiring structured, semi-structured, or unstructured documents and information helping our customers go fully digital to transform their business.


Learn more above.

Kodak Alaris document imaging products and services meet real-world customer needs. From innovative IoT Smart Connected Scanning Solutions featuring INfuse powered by CAPSYS CAPTURE ONLINE, desktop, mid-volume, and high-volume document scanners, and multi-purpose network scanners, to integrated imaging technologies that convert digital files to film and back, they’re meeting the business demands of your digital world.

And, all this is backed by a World-class multi-vendor service organization unmatched in the industry.


Contact IDT today to learn more about document scanning solutions from Kodak Alaris!

Digital Signatures from Hyland Software allows users to digitally sign OnBase documents with certificate-based signatures to ensure their authenticity and integrity. Digital Signatures use cryptographic procedures to determine whether a document has changed in any way since the signature was applied, making certain the document remains secure and unaltered. Through its tight integration with OnBase Workflow, Digital Signatures can be applied as an additional validation measure during any approval process.


The OnBase Integration for DocuSign eSignature allows you to electronically obtain signatures from people outside of your organization by providing complete management of processes that require secure, electronic signatures in the cloud. The integration manages the signature cycle within OnBase by automatically packaging documents and relevant signer information, sending this information securely to DocuSign, and collecting the completed documents. Obtain important signatures faster with the OnBase Integration for DocuSign eSignature.


  • Learn how to onboard our documents into OnBase by Hyland software using the industry’s first IoT Smart Connected Scanning solution powered by CAPSYS CAPTURE ONLINE exclusively offered by IDT.


The Signature Pad Interface integration with Hyland OnBase electronically captures signature images from signature pads or touch screens, allowing users to sign documents within OnBase. The ability to sign documents in real time can accelerate many business processes, including approvals, order receipts, or policy acknowledgment. Signatures are permanently burned onto the document and changes are tracked, providing a secure and unalterable record of the captured document signature.


Contact IDT today to learn more about signature solutions available from Hyland OnBase and ShareBase.


Sales contracts, new bank accounts, tax documents, loans and rental agreements and more all require documents to complete the transaction. DocuSign accelerates these often manual, paper-based processes by helping companies complete them online from start to finish. Only DocuSign can securely automate workflow, collect information, take payment, and let you sign everything, everywhere so you can transact business faster, reduce costs, and delight customers.


Established in 2003, DocuSign is the pioneer in electronic signatures and the world’s leading digital transaction management solution. With more than 50 million customers, DocuSign serves more individuals, small and medium businesses, and U.S. Fortune 1000 companies than any other service provider. Employees at 99 of the U.S. Fortune 100 have used DocuSign to accelerate the speed of business. Why? DocuSign improves business results by managing all aspects of documented business transactions in the cloud, connecting companies of all sizes to their customers, partners, suppliers, and employees so they can transact business in confidence.


Contact IDT today to learn more about DocuSign solutions integrated with our suite of Content Services and ECM offerings.

Ephesoft, available from IDT, is a leading intelligent document processing (IDP) in the cloud, hybrid, or on-premises. Organizations use Ephesoft’s platform to automate any document-based business processes, improving accuracy, increasing productivity, and reducing costs. Ephesoft’s core product, Ephesoft Transact, turns the world’s unstructured data into actionable information.


Ephesoft’s solution dramatically accelerates critical business processes like invoice processing, mortgage approvals, background checks, purchasing, and other transactions that have traditionally been ridden with manual data entry and time-consuming work. The AI-powered, patented supervised machine learning algorithms have transformed process efficiencies, reducing as much as seven times the hard costs associated with invoicing. Similar strides have been made in mortgage processing, which can have as many as 600 types of documents to recognize and categorize.



Contact IDT today to learn more about Ephesoft.


Since 1994, IDT has been an authorized reseller and integrator for Tungsten Automation, formerly Kofax, and today serves as a Tungsten Automation Platinum Business Partner. For more than 20 years, Tungsten Automation, formerly Kofax, has provided award-winning solutions that automate document-driven business processes by managing the capture, transformation, and exchange of business-critical information from paper, fax servers, and electronic formats in a more accurate, timely, and cost-effective manner.


  • Learn how to onboard your document content into Tungsten Automation Capture using IoT Smart Connected Scanning exclusively available from IDT.


Contact IDT today to learn more about Tungsten Automation.


IDT can provide your organization with its own custom-built signature solution that can be used securely both internally and externally using ShareBase Enterprise File Sync and Share services from Hyland Software. Use ShareBase and IDT’s custom signing services to serve the needs of your remote workforces, Board Member approval, and signature processes, PO requisitioning, and much more. Signing PDF documents is made simple using ShareBase and custom solution design services tailored to meet the needs of your organization from IDT.



Contact IDT today to learn more about ShareBase and custom signature solutions for your organization!


Accelerate business processes with AnyDoc by Hyland Software (makers of OnBase) advanced document, data capture, and classification technologies and solutions to streamline accounting and other business processes for their clients. Recognized for its ability to eliminate manual data entry and automatically capture data regardless of where it is located on the page, AnyDoc®INVOICE™ incorporates its own AnyApp™ Technology to enhance efficiency and processing speed. AnyApp provides a better way to capture invoice data, including line-item details, and its unique memory technology remembers where the captured data is located the next time that particular vendor’s invoice is encountered—further speeding processing.


With OnBase AnyDoc, companies have saved hundreds of thousands of dollars in labor costs annually and tripled productivity without adding any additional staff. AnyDoc by Hyland Software offers award-winning solutions, setting the industry standard since 1989. Clients include Colonial Bank, Fastenal Company, Sony Pictures Entertainment, BlueCross BlueShield, the U.S. Census, LeasePlan, Coop, and more.


Contact IDT today to learn more about AnyDoc by Hyland Software.



Brainware Intelligent Capture provides classification and extraction capabilities through document learning with minimal configuration. Three pre-configured solutions are available that include engines already trained in capture for particular document types. Brainware for Invoices is the preferred capture tool for Invoice capture when line-item detail is required and data validation is needed from AP systems. Brainware for Transcripts and Brainware for Remittance provides automated capture for those documents. Transact business faster, reduce costs, and delight customers. Documents play a crucial role in business.


  • Learn how to onboard your document content into Brainware Intelligent Capture using IoT Smart Connected Scanning exclusively available from IDT.


Transform the time-intensive task of manually processing documents into a fast and effective automated routine with Brainware Intelligent Capture. Hyland’s industry-leading data extraction software pulls key information directly from paper and electronic documents faster and more accurately than other technologies, without requiring templates, anchors, keywords, or zones. Brainware Intelligent Capture forms a complete document processing system that combines automatic document classification, extraction, and validation, as well as archiving and uploading of data into many enterprise resource planning (ERP) systems. This advanced, intelligent capture technology uses machine learning and enhances the accuracy and speed of any process that requires more than the standard character and form recognition of traditional OCR—all in a comprehensive package that delivers results from day one.


Accounts Payable invoices are easily captured directly into OnBase, from anywhere they arrive in the organization. They are routed and queued for processing by a centralized processor, without further regard for layout or configuration. Many invoices will proceed automatically for payment processing, or approval, as required. Only discrepant or incomplete invoices need to be reviewed or manually processed.


Click here to download the Brainware datasheet.


Contact IDT today to learn more about Brainware Classification and Data Extraction solutions integrated with our suite of Content Services and ECM offerings.

Testimonials


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Moving is very paper-intensive and our agents don’t get paid until the paperwork is processed. Expanding our document capture system with IDT allowed us to speed up agent payment, eliminate shipping costs, reduce central processing, and help increase agent loyalty and recruitment. It is a completely automated process and really gives us a leg up on our competitors.

Randy Valentino

VP and CTO, Bekins Van Lines

Latest Resources

IDT’s clients share our passion for results and it shows in their success. Learn more by reading our featured client results stories. Here you will find a collection of information and resources in the form of videos, events, white papers, Q&A, and have the opportunity to read and watch what our clients are saying about their ROI-driven Content Services solutions provided by Integrated Document Technologies, Inc. (IDT).

by Paul Szemplinski 20 Aug, 2023
In today's fast-paced world, the efficiency of document management plays a crucial role in the success of businesses and organizations. Traditional document scanning methods are not only time-consuming but also prone to errors and inefficiencies. Enter CAPSYS, a pioneer in leveraging IoT (Internet of Things) technology to revolutionize the way we approach document scanning and management. In this blog post, we'll delve into the exciting world of IoT-powered document scanning and explore how CAPSYS is leading the way in transforming this essential business process. The Power of IoT in Document Management The IoT has permeated various industries, transforming the way we interact with technology and data. In the realm of document management, IoT technology has brought about a seismic shift in how documents are captured, processed, and utilized. IoT-enabled document scanning solutions, such as those offered by CAPSYS, combine cutting-edge hardware and intelligent software to streamline and enhance document management processes. Real-time Connectivity: Traditional document scanning methods often require manual intervention, leading to delays and potential errors. With IoT technology, devices can be interconnected in real-time, allowing for instant data transfer, updates, and notifications. CAPSYS leverages this connectivity to provide a seamless and efficient document scanning experience. Remote Accessibility: IoT-enabled document scanners can be remotely accessed and controlled, making it possible for employees to initiate scanning processes from various locations. This is particularly beneficial in today's remote and hybrid work environments, where access to physical scanners may be limited. Enhanced Data Accuracy: CAPSYS employs advanced data capture technologies, including Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR), which utilize machine learning algorithms to accurately extract and interpret data from scanned documents. This significantly reduces the chances of human errors and data inconsistencies. Automated Workflows: One of the standout features of IoT-powered document scanning from CAPSYS is the ability to create automated workflows. These workflows can be customized to match the unique requirements of an organization, ensuring that documents are routed to the appropriate departments, individuals, or storage locations automatically. Scalability and Integration: As businesses grow, their document management needs to evolve as well. IoT technology allows CAPSYS to create scalable solutions that can seamlessly integrate with existing software and systems, adapting to the changing needs of organizations without disruption. Security and Compliance: IoT-enabled document scanning solutions prioritize security and compliance. CAPSYS incorporates robust encryption, access controls, and audit trails to safeguard sensitive information and ensure adherence to industry regulations. Environmental Impact: By digitizing documents and reducing the need for physical storage, IoT-powered document scanning contributes to eco-friendly practices and the reduction of paper waste. The CAPSYS Advantage CAPSYS has emerged as a frontrunner in the realm of IoT-powered document scanning solutions. We have taken an innovative approach to leveraging IoT technology in document management has led to numerous benefits for businesses and organizations of all sizes: Streamlined Processes: CAPSYS solutions reduce manual tasks and accelerate document processing, leading to improved operational efficiency.  Cost Savings: By automating workflows and minimizing errors, businesses can achieve significant cost savings in terms of time, resources, and potential legal penalties. IoT Smart Connected Scanning demonstrates a 40-65% cost savings over traditional, MFP, TWAIN-based document capture. Enhanced Customer Experience: Quick and accurate document processing translates to faster response times and improved customer interactions. Future-Proof Solutions: CAPSYS' commitment to innovation ensures that their solutions evolve alongside technological advancements, future-proofing your document management strategies. Superior Image Quality: Perfect Page technology from Kodak Alaris is embedded into each and every IoT Smart Connected Scanning scanning appliance. Perfect Page produces superior image quality that is as good or better than the original. The patented image science technology is using “System on a Chip” architecture that is embedded in the firmware of every IoT Smart Connected Scanning appliance. More on that subject can be found here: https://idt-inc.com/faqs/ The marriage of IoT technology and document scanning offered by CAPSYS has ushered in a new era of efficiency, accuracy, and scalability in document management. By harnessing the power of real-time connectivity, automated workflows, and advanced data capture techniques, businesses can not only streamline their operations but also enhance security, compliance, and overall customer experience. As the digital landscape and digital document transformation continue to evolve, embracing IoT-powered document scanning solutions from CAPSYS is a strategic move that positions your organization at the forefront of innovation and success.
by Paul Szemplinski 01 Nov, 2021
While Microsoft Office SharePoint has been around since 2001, the basic formula for scanning documents into SharePoint has been largely the same for the past 30 years. The document capture experience for SharePoint (as well as other Content Services Platform and ECM solutions) have been primarily driven by PCs and/or MFDs (Multi-Function Devices), tethered connections, software drivers such as TWAIN or ISIS, Thick Client Application Software Installations, Ongoing Patching and Hotfixes, Virus/Malware/Ransomware installation, Training Services for End Users and IT and Network/OS configuration processes conducted by your IT department. The archaic formula is needlessly complex, introduces many points of failure into the process, and is largely expensive. If you are looking for a Fast, Easy, and Economical way to scan and capture your paper-based documents into Microsoft Office 365 SharePoint – then look no further, you are in the right place! Introducing IoT Smart Connected Scanning powered by CAPSYS CAPTURE ONLINE . IoT Smart Connected Scanning powered by CAPSYS CAPTURE ONLINE completely shatters the antiquated 30-year-old formula and has revolutionized the way paper-based documents are captured. Let's dive into the Top-10 reasons on how IoT Smart Connected is revolutionizing the Microsoft Office SharePoint marketplace! An Installation and Deployment process unmatched in the Industry From unboxing the equipment, performing light assembly, powering up, and scanning your custom configured QR code – the entire experience can be completed in just under 5 minutes by non-technical users. No previous MFP or document scanning solution has ever been able to accomplish such a feat. Once that simple installation and deployment process has been completed, you are fully operational! It should be, after all, it's IoT aware, and it's SMART! Archaic and alternative document capture solutions require PCs, application software, software drivers, installation and configuration, anti-malware, anti-virus, anti-ransomware, patching, hotfixes, IT involvement, and ongoing support services. Ease of Use If the 5 minute or less installation and deployment process wasn’t enough to demonstrate simplicity, then how does the end-user experience stack up when interacting with the IoT Smart Connected Appliance? Well, during that 5 minute or less experience, CAPSYS CAPTURE ONLINE behind the scenes already provisioned your SharePoint Document Capture application portfolio on each of your IoT SMART appliances. In other words, we have already delivered an easy-to-use “Single push-button interface” that allows your end-users to begin capturing documents and delivering them to your key line of business applications such as: Accounts Payable/ERP System Human Resources/HRIS system Sales Order Processing Patient OnBoarding Insurance Underwriting Loan Processing And many more! IoT Smart Connected Scanning appliances can even perform outbound faxing services using Retarus’ Global Cloud Fax and Messaging Services . The benefit of our integration with Retarus is now you have a single device that can SCAN and FAX your documents out using a premier cloud-based faxing, SMS, and E-Mail solution provider. Near Realtime Operator Feedback Have you ever experienced after you scanned your documents with your MFP/MFD or tethered PC-based scanning application that your documents never arrived where you expected them to go? Worse yet, you didn’t come to that realization until hours, days or weeks later? With IoT Smart Connected Scanning that won’t happen and here’s why. Unique to the IoT Smart Connected Scanning platform is what we term, “positive user confirmation” capabilities. With IoT Smart Connected Scanning for SharePoint , we can determine - based on your business rules - what makes up an acceptable document submission. For example, if your batch submission requires signatures to be present on documents, or a specific set of document types MUST BE contained in the batch scanning process, we have the ability to detect the existence of those requirements in near real-time. Further, we communicate a meaningful message back on the IoT Smart Connected Appliance user such as an “Accepted” or “Rejected” status. To serve as another example, we can check that a required signature or required document type is missing from the batch. We can even tell you which document type is missing. And, we do all this before the user ever leaves the IoT Smart appliance! Patented Perfect Page Perfect Page - from Kodak Alaris - technology produces superior image quality that is as good or better than the original. The patented image science technology is using “System on a Chip” architecture that is embedded in the firmware of every IoT Smart Connected Scanning appliance. That means no third-party document scanning software applications or third-party licensed image enhancement technology such as VRS, or end-user configuration processes are required. The end result is pristine image quality, images that are ideal for OCR applications all while delivering compact image file sizes that have been optimized for Cloud storage. Nobody else in the industry, no MFP/MFD manufacturer has the Perfect Page enhancement technology. Visit https://www.idt-inc.com/faqs/ and download and read a Perfect Page brochure and watch a quick demonstration to learn more. Blazing Fast, Small Footprint and Superior Paper Handling With IoT Smart Connected Scanning for Microsoft Office 365 SharePoint , you get the ability to capture paper documents of varying weights, shapes, and sizes, simplex, duplex, black and white, color, with a number of different file format options including popular PDF and TIF formats. And, it is fast…. up to 80 pages per minute. Massively Impressive Cost Savings By as much as 40-65%. Yes, you heard that correctly. Why? Because we have eliminated all of the extra IT Tower of Babel layers that needlessly drive the costs upward. The IT Tower of Babel refers to all the layers in between your paper and your business process - PCs, document scanning application software licenses, annual software maintenance, on-premises based installation services, IT ongoing support costs, etc. When you have multiple locations, multiple decentralized capture locations, the cost differential becomes strikingly massive. Remotely Managed Once your custom QR code completes the licensing and provisioning process, your fleet of IoT Smart Connected Scanning appliances for Microsoft 365 SharePoint is fully managed remotely via the Cloud. Application changes to a single IoT Smart Connected appliance or the entire fleet of appliances are made remotely thereafter. Purpose-Built with Security and Chain of Custody in Mind IoT Smart Connected Scanning powered by CAPSYS CAPTURE ONLINE provides optional support for RFID authentication technology using industry standards such as SAML, Active Directory, LDAP, Ping Federate, or other authentication methods. RFID security connects the user to the documents being scanned. The time, place, device, person, and documents are all linked using metadata and all those attributes are carried through the entire capture process. Built into each and every IoT Smart Connected Scanning appliance powered by CAPSYS CAPTURE ONLINE is a unique, dual-channel architecture. The remote management of the IoT Smart appliance is performed on a separate distinct channel from which the documents are being captured upon. Each channel is encrypted at REST and while in transit. This unique, dual-channel architecture provides the kind of security needed to meet the most stringent requirements in today’s Edge Computing environments. A tethered-based scanning solution or even an MFP simply can’t do this. Malware, Virus and Ransomware Resilient PCs and application software are vulnerable to outside threats. PC-driven applications can leak sensitive and proprietary data outside of an organization – intentionally or unintentionally. PC-based, tether-driven scanning application software solutions must be provisioned with a security suite, patched, and monitored not only initially but on an ongoing basis. And, remember the risk and expense to do this for any organization increases by the number of decentralized locations and as well as the number of PC-based tether-driven scanning solutions deployed. IoT Smart Connected Scanning appliances are virus, malware, and ransomware resilient.  Managed Capture as a Service by CAPSYS CAPTURE ONLINE. What makes IoT Smart Connected Scanning the ideal document capture platform for Microsoft 365 SharePoint is it is all powered by CAPSYS CAPTURE ONLINE – a complete Managed Capture as a Service solution provisioned in Microsoft Azure Datacenters – both Commercial and Government Editions. Whether you need to innovative document capture at the End Points of your Business Process using IoT Smart Capture devices, decentralized capture using traditional tethered based devices, centralized capture using 200 pages per minute devices, email ingestion with attachments, or even automated fax capture – CAPSYS Technologies has the ideal Cloud solution for your organization. For more information on IoT Smart Connected Scanning powered by CAPSYS CAPTURE ONLINE please visit https://www.capsystech.com .
by Paul Szemplinski 20 May, 2021
I. Situation: The Nightmare That Is Shared Email Whether your organization is— Public, private, a government agency, or a not-for-profit entity In the healthcare, insurance or higher education marketplace A manufacturer, distributor, operate in the logistics field, or a very large Global 2000 company Or a small to mid-sized organization You are likely feeling the pain and bad daytime dreams that accompany Shared Email Box use within your organization. There is an influx of emails that arrive at your organization addressed to a mix of real-recipient and alias-recipient inboxes. Addresses such as AccountsPayable@xyz.com, salesorders@xyz.com, claimsadjudication@xyz.com, info@xyz.com or customerservice@xyz.gov or .org. There is no real identifiable “person” assigned to the other side of these mailboxes—at least from the sender’s perspective. Internally, on the receiving side, you do have at least one person, sometimes an entire “SWAT” team accessing these real and aliased email addresses—known as the “Shared Email Boxes.” Unfortunately, this often creates a free-for-all approach in terms of who works inbound emails and how they are handled. It’s a process that could use improvement, but it’s difficult to know where to begin. Team members are responsible for identifying which items belong to whom, working the item to its completion, and then moving that “finished” item out of the inbox into a Shared Email Box subfolder, to differentiate email items that are unread, inflight, or email items that have actually been completed. We know the process of accessing a Shared Email Box is all manual—an ad-hoc, people-driven approach (prone to error) to working the items in the Shared Email Box, and there is no genuine accountability. You may even have gotten a bit clever and... Download and Read the full post at: https://bit.ly/3ykXDx9
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