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How does OCTOBOX help processing incoming emails?
By controlling all incoming emails (from selected email addresses) and, based on business rules, determine the destination for each of the emails, the type of document and what to do with the content and attachments.
By sending custom replies on received emails, so customers know an email is received, is complete and is accepted for processing. OCTOBOX sends a reply to customers asking for more information in case data and/or attachments are missing.
By converting a wide range of file types into a standard legal PDF with search capabilities, thus eliminating potential issues like not being able to open attachments because the required software is not available. While storing all incoming documents in a standard format is beneficial within the organization as it reduces the software footprint, OCTOBOX will also deliver the original untouched and unmodified documents (if needed) to be stored and used as proof that no information was lost.
By separating an email into its specific parts, potentially allowing the delivery
of each part to a different back-
An important element in keeping control is the way integration is performed with
the receiving back-
OCTOBOX never loses track of any document, from its origin up to the delivery in
This 100% integration allows OCTOBOX to keep complete control over the whereabouts of the document.
It doesn't matter if the documents are delivered to a Kofax Capture Software Suite, to a standard connected database, to another email system or to a HRM or CRM application, OCTOBOX will always know how the document was accepted in that system.
Some of the available tight integration export connectors: Kofax, Doma, Alfresco, SharePoint.
Trace ability can be defined as an unbroken record of documentation ("documentation trace ability")
As OCTOBOX is intended to run in the background on a server, it is not immediately visible how processing is performing. For this purpose the administration contains a monitoring tool, allowing the administrator to verify the status of OCTOBOX.
If, for any reason, an overview is needed of all the steps a specific document has gone through when it was processed with OCTOBOX, the Trace component allows the administrator to search the log files for all available data on a specific processed document or email.
Tracing includes items as start and end time of each component that has touched an email, up to the list of rules and profiles used to determine how to process, where to send and how to restructure an email.
OCTOBOX keeps an extensive database of all the data related to processed emails and files.
Administrators can quickly and easily dive into this data and retrieve monthly overviews of the processed volume by import, process and export.
With OCTOBOX a report can be tuned further to limit the results to a specific process, server, email address (send or receive).
All reports can be tuned to a level of refinement that allows the creation of reports
for specific departments, servers, monitored email addresses, making it a source
Unlimited number of
monitored email boxes,
unlimited number of rules,
convert office documents
to information containers.
Define rules on all email fields,
combine pattern checking with
presence or absence of values,
Simultaneously monitor all processes
from all defined input sources,
report detailed processing,
manage volume usage and distribution,
get automatic update statuses.
By implementing a set of configuration options, rules and settings,
OCTOBOX allows routing of documents almost seamlessly
into the correct document definition of the back-
Significantly reduce the number
of manual steps and manual
processing needed to get emails
into the business software.
Use custom defined replies to be used as automatic response on received emails.
Include more information based on the classification of the email.
Define how to process exceptions, depending the level of severity.
Send warning and information messages
to the appropriate people.
Transform the wide variety of incoming
file formats to a limited number of
output formats, allowing for less
complex searching of information
and easier review of saved files.
Process email boxes used by several
departments and automatically track usage
and processed emails per department.
Monitor several incoming data channels, like paper, email, folders, ftp, …