CapturePoint has developed numerous workflows to meet the needs of different organizations. Recently, the company has been particularly focused on digital mail, specifically mailroom digitization.

This process involves converting physical mail into a digital scanned image through the Intake Administrator.

Steps to Process of a Digital Mail workflow

Below is the workflow of the Digital Mail Room Operator.

1. The Digital Mail Room Operator receives physical mail.
2. They scan the mail documents, and the document will be uploaded to the SFTP (Secure File Transfer Protocol).
3. From the SFTP, the documents are sent to CapturePoint for processing.
4. Once the documents are in CapturePoint, the system identifies the user and sends the document either to the user or to the Junk queue.
5. Documents not assigned to a user are sent to the digital mail room operator’s review queue for manual review.
6. The mail room operator reviews all the documents listed under the Digital Mail Review Tile.
7. They check the quality of the image, make any necessary edits, and assign the document to the user.
8. The document is then sent to the user via email or exported to a document management system such as DocuShare or SharePoint.

Digital Mail User Dashboard in CapturePoint:

Digital Mail Review: All the documents that are scanned by the Digital Mail Room Operator will be split into individual documents and sent to the Digital Mail Review tile. The Digital Mail Room Operator will open the document, select the Sector, enter the values, and submit the document.

To be Exported: All documents that are submitted by the Digital Mail Room Operator will be sent to this queue.

Exported: List of all the Documents that are sent to the User System.

Recycle Bin: All deleted documents will be sent to the Recycle Bin. After certain period of time, the auto-deletion of the Documents will happen, according to customer preference.