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Process emails in seconds
With NOVO CxP, the AI based software solution, you can process emails automatically in a matter of seconds, thus optimizing your email management as well as your inbox and mail distribution. The software frees your employees of time-consuming routine activities and speeds up processes significantly. So you can improve your communication and provide a fast service to your customers.
NOVO CxP automatically analyzes incoming emails (including attachments), recognizes and extracts content, assigns the email to the right business process and department and archives it in accordance with legal requirements. NOVO CxP supports all public (info@firma.de) and private mailboxes (employee@company.com) equally.
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Fast ROI
Depending on which processing steps are desired, the user can choose from modules such as classification for document type recognition, data extraction for reading the metadata, digital signature, PDF/A conversion or archiving. In addition, emails can be answered automatically and remain seemingly personal.
This allows the inbox channel "Email" to be automated in the best possible way. You save time and money. Based upon our customer experiences, company savings of up to 50% are possible (see customer reference Janitos Versicherung or KLiNGEL Gruppe, which annually processes 1.3 million emails automatically). Starting with 100 emails per day, the use of this solution pays off and the ROI can be less than twelve months.
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How can you automate your email processing?
Your Advantages
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Up to 90% automationAutomate your processes and increase your dark processing by 50 to 90%.
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75% time savingsEliminate manual, time-consuming activities to save costs.
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Up to 50% personnel savingsFree employees of the hassle of routine tasks to use them for more value-added work.
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High independenceDo-it-yourself: Do a lot of things yourself and build your own system, which makes you independent of your service provider.
Powerful features offer great flexibility
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The ImportThe ImportThe NOVO CxP email importer imports emails from the internal MS Exchange server from predefined mailboxes via the IMAP interface. The emails are collected at a definable interval and forwarded in MSG format to the next instance. Email metadata is stored in an XML file. It is not only possible to retrieve emails from the mail account, but also from:
- Group mailboxes
- Personal mailboxes (Outlook plugin)
- Social media connectors
- Databases
- SharePoint
- Own importers
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The ClassificationThe ClassificationIn this step, the incoming information is quickly assigned to the relevant business processes in the form of categories and thus fed to the right clerk group. E-mail headers, body and attachments are examined and image documents and text information are analyzed using sophisticated technologies. Each language has its own intelligent classification.
So-called bounce emails can be controlled by text analysis. In further stages of development, certain areas of the e-mail can also be excluded for categorization, e.g. at AW: AW: AW :.
The document is mainly assigned to the corresponding category by means of rule-based, but also statistical or semantic classification. The classification takes place on a purely electronic level. Conversion to TIFF for typical classification / extraction using OCR software is thereby avoided, which both increases performance and reduces license costs. Also scanned e-mail attachments used as image files, e.g. TIF, JPG, in color and black and white are converted to full-text readable structure by an integrated OCR engine and the NOVO CxP categorization and extraction detection algorithms are used.
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The ExtractionThe ExtractionThe extraction of customer data can take place via various search terms, rules or templates in the document. Also the fuzzy search of data by means of matching against existing data, e.g. in a customer master database, is an option that clearly supports the extraction of the desired content. The fuzzy search is able to extract from scanned and digital documents, such as E-mails and / or their attachments to recognize the required person or process information to extract and validate against existing systems - even with scattered and sometimes incorrect information.
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The CompressionThe CompressionThe NOVO PDF Compression module compresses typical file sizes for scanned documents from 6 to 7 MB per page to approximately 60 to 100 KB. Colored documents in PDF / A-2 format are thus often smaller than previous black and white documents and minimize the required storage space enormously.
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The ExportThe ExportNOVO CxP offers many possibilities to export documents, data or files to following systems:
- File export
- Database export
- CMIS Export ftp / sftp Export
- MS Sharepoint export
- Captiva Capture export
- ApplicationXtender Export
- SMTP e-mail response
- BITMARCK 21c | ng export
Various output formats and interfaces are included in the product scope and can be set by the simple configuration in the administration interface. The target systems can be set analogously to the configurations of the entire system.
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The ConversionThe ConversionNOVO CxP can unify incoming emails in the formats PDF, Tiff and PDF / A 1-3. An optimal conversion is of utmost importance, especially for incoming digital documents, so that the process can run automatically and the quality and consistency of the documents in the further processing is optimal. Since long-term archive archiving is not necessary for every category, only relevant emails can be converted (this step is not performed for all other categories for which long-term archiving is not required).
The conversion receives a MSG / EML file as the input data stream and as a result returns a PDF / A file, a SW-TIF (optional) and a color TIF / JPEG (optional) per e-mail. Attachments contained in the e-mail are automatically processed and included in the result file.
In addition, the conversion offers:
- Open interfaces for easier integration into new applications
- Load balancing through multi-server capability (to ensure resilience)
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Email Management - Facts
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Email volume continues to riseIn 2018, 848.1 billion emails were sent and received in Germany.
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+ 10%
In 2017 it was 771 billion. Thus, the volume of e-mail in German mailboxes has risen by 10 percent - significantly more than global growth, which averaged 4.5 percent.
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Daily emails
According to a forecast by Statista, the number of emails sent and received every day worldwide will be 293.6 billion in 2019. This number of emails sent and received privately and for business purposes is expected to increase continuously in the coming years and will amount to 347.3 billion emails per day in 2023.
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Daily emails to professionals
For many professionals, email is the most important form of communication: 21 emails arrive in the professional mailbox per day - three more than four years ago. According to a bitkom survey, three out of ten professionals receive more than 30 emails a day. In 8% it is even 50 and more.
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Indispensable form of communication
88% of Germans, 96% of Austrian and 88% of Swiss internet users work with emails - according to the UIM study "Email for you". The relevance of the form of communication compared to the previous year has increased surprisingly strongly.
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Reduce your processing times
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The time-consuming manual handling of incoming emails was yesterday. Take advantage of the AI-based software solution NOVO CxP. With it’s easy-to-implement solution, you can free-up your employees of the tedious routine tasks of having to print and then re-transform already digital content.
Relevant specialist and customer data are automatically extracted from the messages utilizing best of breed OCR technologies. In addition, the process is automatically enriched with customer information. This allows you to reduce processing times by up to 75%.
Eliminate the problem that some emails can not be read by the recipient because the right program is missing. NOVO CxP automatically detects content and classifies all required data, regardless of format.
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Increase data quality and search less
Emails no longer have to be printed, scanned and read using OCR in order to feed them into the existing post-digitization process. With NOVO CxP you eliminate media breaks and increase the data quality - regardless of the qualification or motivation of the respective employee. Human processing errors are also eliminated.
Your employees do not have to search long and are quickly informed. And legally compliant archiving is done automatically in no time. Uniform filing structures help retrieve information and enable you to meet compliance guidelines.
Attachments in emails can be separated by content and further processed in parallel with the original container emails
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Choose your level of automation
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ManuallyClerk performs all work steps manually.
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Level 1: AssistedClerk transfers manually indexed data centrally to the task control of the specialist application.
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Level 2: Partially automatedClerk checks systemically obtained data and uses processing algorithms from NOVO CxP.
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Level 3: Fully automatedThe NOVO CxP software almost completely takes over the administrative processing routines of the clerk.
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Processing time per email: approx. 6 to 8 minutes
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Processing time per email: approx. 2 to 4 minutes
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Processing time per email: approx. 1 to 2 minutes
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Processing time per email: approx. fully automated
Which data do you need?
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In advance, you determine what data you need for your workflow. These metadata, such as the insurance number, the sender of the email and the email address are automatically read by NOVO CxP from the email in the group mailbox (info@company.com).
In addition, the system automatically recognizes to which business process this e-mail is to be assigned, such as an address change, and forwards it on to the next step of the personal mailbox of the responsible clerk. This ensures that every email is actually processed.
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Personal mailbox facilitates editing
Incoming emails and their attachments can be archived legally, securely, and directly from Outlook without additional plugins or sophisticated configurations.
Our Outlook integration is the leading component that is actively used for archiving emails. The user has the option of archiving the email selected in his Microsoft Outlook via graphical interface and then forwarding it to a connection workflow. The content specified is extracted directly from the body of the email.
With the help of the Outlook integration you are able to speed up processes efficiently.
Learn more about how the practical Outlook Integration works.
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Your Benefit
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Increase efficiency by up to 90%
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Email processing including content recognition in less than 5 seconds
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Improvement of reaction times by 75%
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Dark processing (without manual intervention) between 50 and 90%
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The technology behind it
Automated e-mail processing is based on the AI based software solution NOVO CxP.
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Optionally the following modules are available:
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Product Information - Download
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Ulrich Geuss — Former Director
"Our staff is seeing enormous reductions in their workload. Thanks to NOVO CxP we can release 20 employees from time-consuming manual work."
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Which industry are you looking to automate?
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We are happy to show you in which areas we offer tailor-made intelligent digitization solutions - from e-mail management to other processes. Please choose:
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You have not found your industry? Contact us! We have many years of in-depth know-how and have probably already introduced solutions in your area.
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THINKING AHEAD...
... RIGHT FROM THE BEGINNING