Individualized incoming mail processing & digital distribution

Incoming documents are the starting point for many business processes – from the application to the contract to the invoice.

Intelligent inbox processing

Traditional incoming mail costs time, is prone to errors and is often a bottleneck in the digital process chain. With intelligent incoming mail processing, all incoming channels – whether paper, email or upload portal – are merged, digitized and automatically distributed.

Thanks to artificial intelligence (AI), rule-based classification and automatic workflow assignment, incoming mail can be recorded, assigned and allocated to the right processes or specialist files in real time. This creates a continuous flow of information – fast, transparent and traceable.

The result:

Centralized digital inbox instead of distributed filing systems

Automatic distribution to persons, teams or specialist processes

Seamless integration into existing systems

Audit-proof document storage and traceability

Fewer manual activities, faster processes

Use cases for incoming mail processing & digital distribution

Central digital mailroom

All input channels - scan mail, emails, uploads and forms - converge on a central platform. Documents are recognized, digitized and transferred to defined workflows.

Application management in the administration

Building applications, citizens' concerns or funding applications are automatically identified, validated and transferred to the relevant specialist process. This reduces media disruptions and speeds up processing.

Incoming invoices and contract documents

Incoming documents are automatically recognized, data is extracted and transferred directly to ERP or DMS systems. This creates transparent approval processes with clear traceability.

Personnel and application processes

Applications or personnel documents are recorded centrally, categorized and assigned to the appropriate digital personnel file - quickly, in compliance with GDPR and audit-proof.

Customer and delivery communication

E-mails, letters or form submissions are automatically assigned to the correct customer files or projects. This creates a complete digital communication archive.

Compliance & Governance

Incoming documents are processed based on rules, archived and provided with retention or deletion guidelines. This creates legal certainty and transparency in every process.

Our offer

We develop tailor-made solutions for individualized incoming mail processing and digital document distribution based on open, modular technologies. Our approach: maximum automation with full data sovereignty.

Depending on your needs, we combine open source frameworks for document management and workflow automation with AI-based tools to create a future-proof, scalable and sovereign solution – without vendor lock-in.

Analysis of document types, input channels and metadata structures

AI-supported classification, extraction and validation of document content

Integration in DMS, ECM and workflow systems (BPMN 2.0)

Establishment of end-to-end digital incoming mail processes

Operation, training and continuous optimization of your IDP solution

Why an inbox solution from it-novum?

We combine 15 years of experience in document management and process automation with the openness of open source. Our solutions create the basis for digital sovereignty, efficiency and traceability – in administration, banks and energy suppliers alike.

AI-supported capture and automatic distribution of all documents

Complete control over data and processes thanks to our open source-first approach

Flexible integration into existing specialist processes and systems

Scalable architecture for growing document volumes

Audit security and compliance by design

Audit security and compliance by design

Drei Open Source Workflow Engines im Vergleich

Welche Engine passt zu Ihrem Anwendungsfall: Activiti, Camunda, Flowable

Stehen Sie vor der Herausforderung, die richtige Technologie für Ihre Prozessautomatisierung zu wählen? Feature-Listen allein helfen hier selten weiter – entscheidend ist Ihr konkreter Anwendungsfall.

Im Webinar am 05. März 2026, 10:00 – 10:45 Uhr

präsentieren wir Ihnen ein praxisnahes Entscheidungsmodell, mit dem Sie:

  • Open-Source-Engines systematisch einordnen,
  • teure Fehlentscheidungen und Architekturfehler vermeiden
  • und die drei Technologien Activiti, Camunda und Flowable fundiert vergleichen können.
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