BürOffice Input Subsystem

Do you know the situation when a client claims to have sent an important document, but no one can find it? Or when information received through various channels - mail, e-mail, office and company gateways - gets lost in the maze of internal company labyrinths? Perhaps you have experienced the situation where a document received in connection with a case is misplaced because there is no one to monitor all incoming channels. 

Imagine the following situation: an important client requests a change in a contract. The contact receives the email and forwards it to the legal department. Legal drafts the change and sends it back to the contact and finance for comment. Meanwhile, the customer sends another email with additional questions, which only the contact person sees. Finance sends comments on a third issue, which the lawyer does not receive. After three days and 25 email exchanges, no one knows exactly what the latest version is, who approved it, and what questions remain. When the client calls to inquire about the status, the contact is forced to admit, "I'll have to review my correspondence and get back to you. 

One of the biggest enemies of business efficiency is information chaos. As an organization grows, it becomes increasingly difficult to manage the documents and data coming in from multiple sources. This not only wastes time, but also introduces significant risk.

BürOffice Input Subsystem: the intelligent entrance

The BürOffice Input Subsystem is like an intelligent "main entrance" to your company's information processes. Its task is simple but essential: to manage all incoming information in a consistent, traceable and efficient way, regardless of where it comes from. 

The subsystem allows information to be received and processed through the following channels 

  • Mail digitization: scanning of physical mail and automatic attachment to the system
  • Automatic mail handling: automatic delivery of mail from central and personal mailboxes
  • Agency and Company Gate module: built-in direct integration with widely used official electronic channels, seamlessly integrated with delivery processes
  • Customer portal integration: immediate processing of documents uploaded directly by customers
  • Call center connection: automatic transmission of information collected in the call center
  • Integration with external systems: receiving data from other enterprise applications

How does it work in practice? 

Unified receipt and registration

Imagine all incoming documents - paper letters, e-mails or official electronic documents - instantly visible in a central system. The Input subsystem automatically receives, uniquely identifies, and records all relevant details of the document. In seconds, you can find out what came in, when, and from where. 

Intelligent routing and storage

Incoming mail is not just stored, it is routed to the right workflow based on pre-defined rules. For example, a contract amendment is automatically routed to the legal department's workflow, while an invoice is routed to the finance department. This intelligent routing can reduce processing time by up to 70%. 

Paperless processing and storage

Once physical documents are digitized, there is no need to constantly move paper. The system keeps accurate records of where the original physical documents are stored, while the digital copies are accessible to authorized personnel from anywhere, at any time. 

Automatic linking and history keeping

A key capability of the Input subsystem is its ability to recognize where documents belong. When a customer responds to a previous request, the system automatically links the response to the original case, so you always have a complete picture of the case. 

Built-in security solutions

In addition to efficiency, using the system also increases security. All incoming documents can be handled in a controlled manner with the appropriate authorizations. With full audit trails, you can always track who did what with the information, when, and how.

Easy integration, fast implementation 

The BürOffice Input subsystem can be flexibly integrated into the existing company environment. It supports the most popular scanning solutions and email servers, and with its integrated Office and Company Gate modules, it provides a complete solution for official electronic communication. During the implementation phase, our experts will help you set up optimal processes so that you can be up and running with BürOffice in just a few weeks. 

Real control

As a manager, you want to have visibility not only into your financials, but also into how your colleagues are handling incoming information. 

BürOffice's input subsystem provides a real-time control panel that shows you the number of incoming mailings, their expected processing time, and their current status. This monitoring helps to identify potential bottlenecks in the process and allows for quick intervention. 

With the BürOffice Input subsystem, it is finally possible to implement complete digital management of incoming information, which not only makes the organization more efficient, but also provides a significant competitive advantage through faster responsiveness.

Business Benefits

The BürOffice Input Subsystem provides the following benefits:

  • Transparency - as a manager, you can always see exactly how many incoming documents are waiting to be processed and where processes are Speed - automated receipt and routing results in up to 40% faster case management 

  • Compliance - Ensuring compliance with laws and internal regulations is easier

  • Customer Experience - Answering customer questions faster and more accurately

  • Cost Reduction - Fewer human resources needed for administrative tasks