In large organizations, dozens, and often hundreds, of e-deliveries flow in every day – invoices, official letters, summonses, administrative decisions, court documents, or customer inquiries. All of them land in a shared electronic mailbox, from which mailroom employees manually forward them to the appropriate departments.
This well-known operational model, in practice, can generate a number of problems:
- delays in document circulation,
- errors in manual assignment of deliveries,
- lack of full audit and control,
- heavy workload for administration and legal departments.
As a result, processes that should be fast and repeatable become a source of frustration and wasted time.
New approach: electronic mailroom with automatic rules
A new functionality has appeared in Autenti eDelivery that completely changes the way correspondence is managed in large companies: automatic rules.
This solution allows for the creation of a fully electronic mailroom where the system itself classifies, labels, and forwards e-deliveries to the correct recipients – without human intervention.
Thanks to this, the document circulation process becomes:
- faster,
-
error-free,
- controlled and auditable,
- scalable, even with thousands of deliveries per day.
How does it work in practice?
Every automatic rule in eDelivery consists of three simple elements:
- Process start – the moment the rule should be triggered (e.g., when an e-delivery is received).
- Condition – the criterion the delivery must meet (e.g., the subject contains "invoice" or the sender is a specific office).
- Result – the action the system should perform (e.g., assign the labels "accounting" and "urgent").
The system analyzes every incoming e-delivery and, in a fraction of a second, decides what to do with it. What previously took an hour of mailroom work now happens automatically – without the need to open every message.
Example 1: urgent letters from an office
In one Warsaw-based company, all e-deliveries from the Marshal's Office must be immediately analyzed by the legal department. Instead of manually filtering messages, the company created a rule:
- Process Start: Receiving an e-delivery,
- Condition: Sender = "Marshal's Office of the Mazovian Voivodeship,"
- Result: Assign labels "urgent" and "legal."
As a result, all letters from this office are automatically marked as priority and go directly to the legal department employees assigned to the "legal" label. There is no need to search for them, filter them, or open them – everything happens in the background.
Example 2: invoices for accounting
In the Kraków branch of another company, over a hundred e-deliveries arrive daily. A rule was configured to automatically recognize subjects containing the words "invoice" or "bill" and assign them the labels "accounting" and "invoice." Thanks to this, every invoice goes straight to the appropriate department, and the finance department can begin processing it without waiting for someone to manually forward it.
Automation that truly simplifies processes
The introduction of an electronic mailroom with automatic rules brings measurable results to organizations:
- Full process automation – the system classifies and forwards e-deliveries itself.
- Scalability – handling thousands of deliveries per day without needing to increase the team.
- Shortened reaction time – important documents immediately reach the right people.
- Elimination of human error – no more mistakes in forwarding and labeling.
- Auditability and compliance with organizational policies – every rule is defined, controlled, and transparent.
- Time and resource savings – less manual work in administration and the legal department.
Where do automatic rules work best?
In large organizations, dozens, and often hundreds, of e-deliveries flow in every day – invoices, official letters, summonses, administrative decisions, court documents, or customer inquiries. All of them land in a shared electronic mailbox, from which mailroom employees manually forward them to the appropriate departments.
This well-known operational model, in practice, can generate a number of problems:
-
delays in document circulation,
-
errors in manual assignment of deliveries,
-
lack of full audit and control,
-
heavy workload for administration and legal departments.
As a result, processes that should be fast and repeatable become a source of frustration and wasted time.
Electronic mailroom – a step towards mature digitalization
Automatic rules in Autenti eDelivery are not just an improvement of a single process. They are the foundation of modern document circulation management in corporate and enterprise companies – based on data, automation, and full transparency.
Companies that implement this model gain a competitive advantage: they operate faster, more precisely, and with full insight into every electronic delivery.
Join them today and see how automatic rules can streamline document circulation in your organization.
