When using automation software, access to the required data is a key factor. This can quickly develop into a separate process that slows down the intended increase in efficiency. Instead, it is advisable to choose the shortest route with the least resistance. And this often leads precisely via the place where a large proportion of the relevant data arrives: the email inbox. Attached files can be processed particularly quickly by simply forwarding them to the software used. This prevents manual file selection errors and makes email integration an important tool for higher data quality.
What is e-mail integration?
E-mail integration is a special form of Data integration and is characterized by the merging of data and the connection of software via email. Normally, many other methods such as connecting a programming interface or cloud functionalities are also possible for integration. However, in some cases, their complexity means unnecessary complication if emails are the dominant communication medium.
If software has been provided with a corresponding inbound solution, automated follow-up processes can be defined, which, for example, provide for the reading and archiving of attached files. Some solutions can also simply be used as an integration directly in the email program (e.g. Outlook), making it easier for teams to synchronize contacts and tasks. This is a typical use case in customer relations management (CRM). The email integration of document processing software has further effects.
Advantages of integration for document processing
Software for intelligent document processing (IDP) is able to process documents automatically. classify, the pages to divide and contained data directly to extract. But before this can happen, the data input must be regulated, whereby e-mail integration offers various advantages:
Universal support
E-mails are a particularly widespread method of communication and data transfer. According to Statista around 350 billion copies reach their recipients every day. There are hardly any alternatives to email, especially for the transmission of documents such as invoices or contracts. Email integration is therefore a particularly relevant method for optimizing data flows.
Time saving
It takes significantly less effort to use the functions of email integration software than to extend a communication process that is used billions of times to include the filing and searching of files. Even if it is only a matter of seconds, the mass of emails quickly adds up to a relevant consumption of resources.
Error minimization
Opening, filing and changing the file name of email attachments are manual activities that are subject to a certain error rate. Companies and archives often have specific guidelines for the structure of file paths and names. Inadvertent non-compliance can lead to additional work or other annoying consequences. With the e-mail integration functions of IDP or DMS software, this rate is minimized.
Archiving and follow-up processes
The individual guidelines and practices mentioned can be defined once for the connection to the email integration so that they are automatically implemented depending on the classification of the document. This not only applies to the company's own standards: the legislator also requires the implementation of regulations for a Audit-proof archiving. Many e-mails contain relevant business letters.
Use case - e-mail integration of Konfuzio
As software for intelligent document processing, Konfuzio supports the receipt of documents by e-mail. This form of integration is the easiest way to obtain structured data from optical free text and PDFs.
1. receive e-mail address for automation
For each project in the Konfuzio software, an e-mail address is automatically defined via which documents can be received for further processing. Functions for manual file selection are still available.
2. send or forward e-mail
With just a few clicks, email attachments can be transferred to the Konfuzio software. You can use any e-mail program such as Outlook and the like.
3. Konfuzio receives and processes the attachment
The attached document is automatically available in the associated project. The data it contains is extracted there directly.
4. the extracted data is available
Within a very short time, Konfuzio extracted the data contained in emails using OCR technology. Integration into the company's own systems, e.g. CRM or ERP, is then possible.
Conclusion
Email integration is a method of data integration that greatly facilitates the transfer of documents and the data they contain. By forwarding emails to IDP software such as Konfuzio, manual search steps are eliminated - and with them the corresponding time and errors. The documents can then be archived automatically and in a legally and compliance-compliant manner. And the data obtained can be reused with high quality and structure.
Would you like to process a large volume of documents and are looking for simple ways to integrate data? Feel free to send us an Messageto get advice from experts.
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