Modern digital mailroom
We simplify the receipt, registration, sorting, and forwarding of documents and requests—whether they arrive by post, email, web portals, or forms. We consolidate everything into a single, managed workflow. This solution is ideal for teams that handle large volumes of data and need a clear overview of what has arrived, who is handling it, and its current status. The mailroom provides the most value where inputs accumulate in various inboxes, arrive in inconsistent formats, and frequently contain exceptions (e.g., missing attachments, incomplete data, duplicates).
A single entry point for all channels
Emails, paper mail, and web forms—everything arrives in one place. The system automatically registers the inputs and forwards them to the right person or the next step.
Lower error rates, managed exceptions
Automatic checks catch missing data, poor-quality scans, or duplicates. Incomplete cases are sent for review, while standard cases proceed without manual intervention.
Audit trail and control
Every step is traceable—you know who did what, when, and why—without manually searching through emails and folders.
Grows with your agenda
The mailroom is easily scalable—you can add new document types, additional channels, and supporting tools (such as AI for text analysis or biometric signatures).
A clear process for every document
In many companies, documents arrive through various channels: some by email, some by post, and others via forms or portals. This brings complications—missing attachments, illegible scans, duplicate deliveries, or uncertainty about who is responsible for what.
The result is manual sorting, forwarding, and a lack of clarity on whether a task has been resolved.
A modern digital mailroom changes this:
▪️it consolidates document intake into a single flow,
▪️it automatically classifies and assigns tasks,
▪️it integrates with subsequent processes—registration, approval, storage in a DMS, or transfer to an ERP/HR system.
Where human intervention is required, it creates a task with clear context and an audit trail.
We design solutions based on your actual operations—considering where inputs come from, what types of data you process, who works with them, and which errors occur repeatedly.
We use the Tungsten TotalAgility platform and integrate it with your existing systems.
We also provide operational oversight—adjusting rules, performing quality control, and offering support as your agenda changes.
We can supplement the digital mailroom with additional solutions as needed. We most frequently add:
▪️Tungsten SignDoc – biometric signatures as part of the process (e.g., confirmation of receipt, signing forms, finalizing documents). Use this when a signature marks the beginning or end of a step and you want to avoid printing, scanning, and searching for documents.
▪️SentiSquare (AI NLP) – an AI layer for advanced text processing. It helps with content analysis, sorting, and recognizing intent, context, or sentiment where the attachment alone isn't enough and the message text is decisive.
▪️Resistant AI – AI for detecting manipulation, forgeries, and fake documents with high precision, including the detection of AI-generated templates.
The result is a mailroom that processes incoming documents in a controlled and traceable manner. Documents have a clear next step, and exceptions are handled in a targeted way—without manual searching across emails and folders. INFOMATIC builds solutions to fit your rules, exceptions, and system integrations—not the other way around.
Receipt and registration
We capture documents from various sources (email, paper, portals, etc.) and consolidate them into a single, managed workflow—eliminating the need to manually monitor individual channels.
Classification and content understanding
The system merges attachments, extracts metadata, and classifies documents by type and content—ready for the next step in the process.
Tasks and rules
Tasks are created for responsible individuals or teams based on your rules, providing specific instructions and context (what arrived, what is missing, what needs checking). Where possible, checks are performed automatically: mandatory requirements, correct formatting, and duplicates.
Handover and oversight
Documents are routed to downstream systems (DMS, ERP, HR). Maintain an audit trail and clear visibility into what was processed automatically and where exceptions are pending.
Our technology
TotalAgility
end-to-end process management
Digitize and process documents from any channel, extract data, and trigger follow-up actions based on your rules. Manage tasks, exceptions, and approvals in a single workflow—with full visibility and an audit trail.
Tungsten SignDoc
biometric signature
Sign documents on mobile, tablet, or PC without printing or scanning. Signatures are traceable with a full audit trail; the solution is eIDAS compliant and can function independently or within TotalAgility.
SentiSquare
AI text analysis and semantic classification
Transform unstructured text into actionable insights—even across multiple languages. Identify topics, request types, context, or sentiment. Customize models with your own data, no coding required.
Where is our solution used?
Case studies and results of our projects
Frequently Asked Questions
Here you will find answers to the most frequently asked questions about the modern digital mailroom.
It consolidates the receipt of email and paper documents into a single, controlled process. It processes attachments and scanned documents, sorts them according to rules, and routes them as tasks or into downstream systems. When it encounters an exception, it sends it for targeted review—with clear context and an audit trail.
Typically emails (including attachments), paper documents after scanning, and other sources as needed (e.g., forms, portals, or folders). It is important to define where documents originate (mailboxes, folders, scan queues) and what rules apply to their sorting and routing.
The system won't lose it; it flags the case as an exception and routes it for completion or review. In practice, this usually involves an unreadable scan, a missing attachment, an ambiguous email, or a document that doesn't match the expected type.
We design integrations based on your needs—typically with DMS, ERP, CRM, or HR systems. We use APIs or a combination with robotic process automation for legacy systems that lack an interface. The goal is to eliminate manual data entry and ensure that all handovers are traceable.
This typically involves defining access to input channels (mailboxes, shared folders, scan queues), listing document types, and setting rules for sorting and routing. If you are connecting to a DMS, ERP, or HR system, we also address integration interfaces and user permissions to ensure data doesn't need to be re-entered manually and that the workflow remains traceable.
Have any questions?
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Jiří Plešek
Senior Sales Manager
