Delivered faster
Documents reach the right handler directly, without waiting or transport times.
Mailroom Assistant · Worker
Digital incoming mail – an automated mailroom
The digital mailroom worker automates the entire incoming mail flow, from OCR capture through classification to forwarding into the right process.
What the Mailroom Assistant handles:
- Capture post & emails digitally
- Classify content via OCR
- Assign to cases & files
- Forward & archive audit-proof
- up to 80 % Automation
- 24/7 Available
- BPMN 2.0 auditable
Benefits
Benefits for incoming mail
Speed up the mailroom: nothing is left lying around, nothing gets lost.
Less manual work
OCR and automatic classification replace manual sorting and data entry.
Nothing gets lost
Every document is captured, assigned and findable at any time.
Legally sound
Deadline-relevant items are recognised and documented in an audit-proof way.
Areas of use
Typical tasks in the mailroom
From scan to delivery: the Mailroom Assistant automates incoming mail across all channels.
Capture & classification
- Document digitalisation & automatic classification
- Multi-channel: post, fax, email, De-Mail & web forms
- OCR & metadata preparation
- Barcode recognition
- Intelligent routing to processes & staff
- Duplicate detection
Distribution & compliance
- Paperless distribution & further processing
- End-to-end digital document tracking
- Individual process adjustment (BPMN 2.0)
- Automated archiving with permission concepts
- Integrated reporting & monitoring
- Modular design with flexible scope
Standards & integrations
OCR, DMS & specialist systems
The Mailroom Assistant connects scanners, OCR and target systems without media breaks.
Formats & recognition
PDF/A, XML, barcode and OCR.
Systems
Integration with ERP, ECM and CRM systems; multi-site without migration.
Compliance
Access & permission concepts, compliance reports (BPMN 2.0).
Automation levels
Assistant · Agent · Worker
Three automation levels – matched to the task.
Digital Assistant
BPMN rule-based
Works strictly according to compliance and process rules (BPMN 2.0 & process engine) – perfect for structured rule sets and guided case handling, even in high-security areas.
Digital Agent
AI-powered
Understands unstructured data, emails and contracts via LLMs, takes over complex checks and decisions – autonomous tasks complementing existing systems.
Digital Worker
Autonomous AI orchestration
Solves whole processes autonomously and connects individual AI agents into teams – autonomous data transfer between legacy systems and web APIs, without media breaks.
Process
How it works
Job profile
Analyse tasks & workflows.
Configure
Model persona & processes (BPMN 2.0).
Connect
Integrate systems & data.
Operate
Cloud or on-premise, GDPR-compliant.
Optimise
Monitoring & governance.
Target groups
Which organisations is it for?
The Mailroom Assistant suits any organisation with high mail volumes – from public administration to large corporations.
Administration & service
- Central mailrooms
- Case handling & specialist procedures
- Customer service & back office
- Document management
Departments
- Finance & accounting
- Human resources
- Contract & records management
- Application & case processing
Industries
- Public sector & authorities
- Insurers & banks
- Healthcare
- Mid-sized companies & corporates
Frequently asked questions
The most common questions about the Mailroom Assistant.
What does the Mailroom Assistant do exactly?
The Mailroom Assistant automates incoming mail – it captures paper post, emails and portal submissions via OCR, classifies them, assigns them to cases and forwards them in an audit-proof way.
How high is the automation level of the Mailroom Assistant?
Around 80 % automation is achievable for the typical tasks of the Mailroom Assistant – we determine the exact figure from your role profile.
Which incoming channels does the Mailroom Assistant cover?
Scanned paper post as well as email and portal submissions are captured and processed together.
Does the Mailroom Assistant recognise deadlines?
Yes. Deadline-relevant items are recognised, prioritised and documented in an audit-proof way.
Can the Mailroom Assistant be integrated with a DMS?
Yes. It connects to document management and specialist systems via open standards, APIs and connectors.
Is incoming mail archived in an audit-proof way?
Yes. Every item is captured and archived in an audit-proof way – based on the open BPMN 2.0 standard.