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Automatically monitor and send new emails to OnBase

Subscription Server

Subscription Server

Subscription Server is configured and run from the OnBase Client. In order to receive e-mails into OnBase, a workstation must be designated to perform the polling of the designated external mail system. When the Subscription Server is running, new mail messages that arrive in the Outlook or GroupWise e-mail inbox, and are marked as unread, are automatically entered into OnBase without user intervention. Attachments are captured in the same way. E-mail messages become documents and, through the definition of subscription rules, each document is associated with a Document Type. E-mail messages and attachments can be dynamically identified and imported retaining their native file format.

Use Cases:

-Human Resources departments can use Subscription Server to sort and archive resumes. For example, subscriptions can be configured to separate resumes based on the position applied. The resumes can then be configured to enter Workflow, which automatically routes to the appropriate hiring manager.

-Technical Support departments can use Subscription Server to poll a central support e-mail account. E-mail concerning technical issues can then populate a Workflow that load balances the issues and assures that follow-up is complete.

-Loan Processing Centers can use Subscription Server to identify and archive incoming loan inquiries. The incoming inquires then populate Workflow allowing brokers to quickly act on the new business.

-Investment Firms use Subscription Server in conjunction with E-mail Archive to ensure that all incoming and outgoing mail is archived. While all e-mails are available for research and historic record via E-mail Archive, specific e-mails are imported into OnBase for compliance review via Subscription Server.

-Insurance Organizations use Subscription Server to allow them to quickly act on potential new business and manage claims correspondence.

Key Benefits:

  • Centrally manage communication that spans departments, business units and the entire organization.
  • Immediately access e-mail or attachments throughout the enterprise, with appropriate security and control.
  • Contextually link e-mails to business processes and related documents via folders or cross-referencing.
  • Automate indexing of e-mails and attachments, increasing accuracy, consistency and efficiency.
  • Eliminate e-mail redundancies within the e-mail system due to excessive forwards, etc.
  • Feed the OnBase system with work faster by capturing business content electronically.
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