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OCTOBOX - THE EMAIL PROCESSING PLATFORM

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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-end system.


INTEGRATION


An important element in keeping control is the way integration is performed with the receiving back-end applications.   

OCTOBOX never loses track of any document, from its origin up to the delivery in the back-end system, the status and location of all documents is always available.


This 100% integration allows OCTOBOX to keep complete control over the whereabouts of the document.


Examples of export connectors:

TRACING & TRACKING


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.

REPORTING


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 for inter-department and inter-company billing.

MAJOR FEATURES

Unlimited number of

monitored email boxes,

unlimited number of rules,

convert office documents

to information containers.



MONITORING

RULES

Define rules on all email fields,

combine pattern checking with

presence or absence of values,

decompose, re-order and

re-group attachments.



REDUCE MANUAL PROCESSING

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-end software.

UNIVERSITY OF ANTWERP

DUO

CITY OF DEN HAGUE

SOME OF OUR CUSTOMERS

VAN DESSEL INSURANCES

ONVA/RJV

VICTOR BUCK SERVICES

FASTER PROCESSING

Significantly reduce the number

of manual steps and manual

processing needed to get emails

into the business software.


EXCEPTION HANDLING

BETTER COMMUNICATION

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.



STANDARD OUTPUT

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.



MULTI-CHANNEL

INTER-COMPANY

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, …



OCTOBOX BLOG