Digital Mail Room
Connecting All Offices
Digital Mail Room
Comprehensive & Secure Digital Mailroom Service.
Many law firms rely on manual sorting and delivery of paper-based information to fee earners and secretaries, much of which is of critical importance to the very daily ‘in-the-moment’ management and updates of their live matters. Being able to acquire, convert and deliver this information electronically at source is the best way to add efficiency and collaboration to the information flow and help the law firm to be much more competitive and far more responsive.
The FlowMatrix Digital Mail Room connects to the QuickDrop Connectivity Platform and is engineered to rapidly assimilate both paper and electronic information feeds. The FlowMatrix Digital Mail Room can distribute information in an instant to both the law firm content and workflow system (such as Visualfiles, iManage and SharePoint) and importantly if needed to other users in the QuickDrop Connectivity Platform. This allows un-assigned documents, orphan documents, or information that just needs an approval process to also be managed by the secretary or fee earner in a department, in another office or even working remotely. Similarly, distributed users can also leverage their QuickDrop products to send information back into the Digital Mail Room processes.
When scanning documents from a batch with FlowMatrix, either defined rules can be electronically set to separate multiple envelope enclosures or also activated with generic separator pages. FlowMatrix will ‘envelope-link’ documents together to apply referencing to a set of documents and yet still support separate enclosure classification and sub-workflows. The prepping of documents when push scanning is extremely easy to do and fast, with only two types on generic re-usable separator pages needed (one to separate envelopes and the other to separate enclosures). Once captured, FlowMatrix will automatically find and set all generic key data including a Matter Reference of File Code, Client Reference, Fee Earner, Third Party Name or Client Name, Document Date, Scanned Date, Postcode, Claimant Name etc, and validate relationally with the CMS, DMS and PMS that these values reconcile. If enclosures require classification, this can be differentially applied using optional document type extraction workflows.
FlowMatrix post automation can be achieved in as few as two pushing-scanning clicks by the mail room team with full automated delivery to Visualfiles, iManage and SharePoint, including a description set as per the naming convention and fulfilling mapped subfolder filing need. The system can also escalate keyword documents to the QuickDrop Desktop Client for immediate review such as complaint letters.Most importantly all mail room locations and decision making can be collaboratively inter-linked. FlowMatrix supports multiple mail rooms in multiple locations to perform as one system. The FlowMatrix Digital Mail Room incorporates a three-stage approach for rapidly capturing paper and electronic information feeds into electronic matter files, with the least amount of human interaction or ‘clicks’.
Scanport Preparation
Fast Scanning & QA
The FlowMatrix ScanPort touch screen is an all-in-one PC and touchscreen interface that supports ‘stage one’ quick batch preparation and submission for all paper sizes including large format conveyancing documents.
The Digital Mail Room ScanPort can be connected to any twain compatible high capacity scanner and is used to feed the FlowMatrix QuickDrop Mail Room Client document workflows though fast minimum-click user screens honed to represent the document batch types typically processed within a law firm.
The Digital Mail Room ScanPort itself is a robust commercial grade terminal that can run always-on and fan-less. This two-stage approach allows one mail room user to concentrate on opening, sorting, and submitting the documents to scan with the documents then forwarded to the ‘stage two’ QuickDrop Mail Room Client workflows where they can be usually automated, or exceptions dealt with.
Documents are prepped with Envelope and Document separator pages that are incrementally and uniquely numbered. The allows enclosures in an envelope to be kept together through the digital process to filling and users to trigger archiving actions back to the original hardcopy. Mixed project and matter information can easily be discovered. The solution also supports a large format workflow.
Mail Room Client Application
QA & Exception Allocation
The QuickDrop Mail Room Client is part of the QuickDrop Connectivity Platform. It utilises powerful FlowMatrix core engine workflows, parsing routines, and logic algorithms to pre-determine indexing and routing decisions for documents by intelligently understanding them.
By being able to extract information automatically and electronically, such as a matter/correspondence reference or understanding a document classification structure (to define a document type), the system can automatically route a document to its correct content repository.
The QuickDrop Mail Room Client can also receive information from electronic sources and channels such as email attachments or social media feeds.
Most importantly the QuickDrop Mail Room Client is great at dealing with exception document handling or those documents needing a second-tier approval or profiling process by a fee earner or secretary somewhere else in the organisation.
Exception documents are typically those that have no matter reference, initially received 3rd party contact documents or documents of high importance that need processing or human intervention beyond the mail room. Because the QuickDrop Mail Room Client is part of the QuickDrop Connectivity Platform, such documents can be assigned to QuickDrop user or group queues and interfaced and dealt with back at the appropriate user desktop in their QuickDrop Legal Desktop Client.
QuickDrop Desktop Client Application
The Ultimate Digital Pigeonhole
The QuickDrop Desktop Client Application provides a virtual inbox capability for fee earners or secretaries to view documents scanned in the mail room or at an enabled MFD. The user can then rapidly file the documents into exactly the right place in the EDRMS system.
The smart OCR functionality for matter reference extraction means that the corresponding matter workspace is already selected, and the user only must select the appropriate folder or table view and enter a description or title and submit the document (if not already defaulted). Very importantly FlowMatrix will always extract a document date where feasible and not just set the scanned date which is invaluable to users to chronologically order and view documents.
By default, the documents will be uploaded as full-text searchable PDFs with very efficient compression for smaller files sizes. The user can also select to convert the scan into another MS Office format such as MS Word if they need an editable document instead, or even multiple formats in one go.
This is main area where FlowMatrix can revolutionise the time taken to profile documents into all major content systems.