Email Ingestion Module
Total Information Collaboration
Email management has long been the greatest challenge facing firms in controlling and collaborating information.
The FlowMatrix Email Filer is the most comprehensive solution available for analysing and filing emails into a content system. FlowMatrix controls the chaos and minimises the risk in processing emails with a fully collaborative, highly functional analysis engine and Outlook Add-In
Flowmatrix duplexes the influx of emails to a filing station where it forensically examines the content of every email and all the email attachments. The system can look for project and matter information anywhere in an email, whether visible or hidden and uses advanced logic to link third party information to the source matter.
The FlowMatrix Email Filer can classify attachments, provide advanced attachment analysis and automatically, or with the fewest intervention clicks file documents and message files into just about any DMS system.
The solution has fully collaborative dockable Add-In, shared between all email recipients, to interface with the email analysis. Emails can be easily categorised, sorted and triaged. Risk workflows can detect mixed matter and project content, and escalate critical emails to the compliance team.
FlowMatrix Ultimate Capture Solution
Email Ingestion Ideal Office
Generic incoming business emails typically require a manual process to establish distribution to the correct internal recipients. FlowMatrix has an automated triage capability to do this with monitoring by triage administrators from within Outlook. The solution also supports processing of emails for selected individual user email accounts. The processing of all user, group and business emails maximises automation to minimise user intervention. The solution can present all the information for an email quickly and dynamically within Outlook whist setting multiple Outlook category status fields for quick and east filtering.
The right to action an email is fully synchronised to the user’s rights for the matter within the PMS, DMS or CMS. This prevents any non-matter related recipients from filing an email. The solution has a fantastic interactive Outlook plugin panel that will display the referencing status of an email, attachment analysis, and also tools for manually setting a reference within the content system. There is a further triage and distribution management panel for triage administrators.
Chaos of Email Filing
Email Filing
It is often the case that if multiple recipients receive an email, and often with attachments, who has responsibility to save them to the DMS. If you multiply indecision across everybody in your organization, then typically 30%- 40% of that email content will never leave your email system. It is so important that a single record of the truth is stored where it truly belongs and that is in the corporate content system. That is what it is designed to achieve.
Unfortunately, email has become difficult to manage. Users can spend many hours per month filing their emails into the DMS. FlowMatrix can reduce the task down to minutes use our intelligent email analysis and filing tools.
FlowMatrix Filing
Analysis & Profiling
Usually, when multiple users are presented with the same email, it won’t be filed, or multiple recipients will try and file the email all at the same time. FlowMatrix resolves this. The Filing Station will fully analyse all parts of an email and its attachments. All referencing and metadata can be extracted from the email body, subject, header and attachments including their content and then fully cross-referenced against the client PMS, DMS or CMS, to establish the correct matter. All attachments can be classified too.
All this information, the filing destination, the extracted referencing and the attachment analysis are updated into the FlowMatrix Outlook Plugin Panel for the users. Options are available to file automatically or for a recipient to manually trigger filing. The solution can also detect and highlight mixed matter information, to prevent content being filed to the wrong matter. The FlowMatrix Email Ingestion solution will process individual emails and generic business emails.
Outlook Add-In Using Microsoft Future Architecture
Content Analysis and Control
The FlowMatrix Email Ingestion solution fully integrates into Outlook and Office 365 with a comprehensive set of features to maximise automation of analysis and filing. The FlowMatrix Add-In is a dockable panel of cards that presents all the email analysis, as well as providing actioning options for users if needed.
The Email Status card shows the filing status of an email, when it was last actioned, and which matter reference or multiple references were found, and where, in the entire email for correct filing.
The Attachment Analysis card provides full attachment analysis, classification, renaming and attachment management.A further Manual Exception card facilitates rights-based manually look-up a reference directly from the PMS, DMS or CMS. A Triage & Distribution car can be enabled for Triage administrators to manage distribution of business emails to the correctly identified users and teams.
Guaranteed Inbound Filing
All Sent Email Replies Filed
When your organisation sends emails natively within Outlook or directly from the content system, FlowMatrix can automatically link and cache the sent Email ID to the matter or project code. We don’t need to add tagging information into the email Subject or Body. Whenever an external recipient replies to the email we can guarantee matching it to the original matter and automatically file the return email or present all of the email metadata analysis and attachment analysis in the Outlook Add-In for QA.
In addition, FlowMatrix can map a wide range of third party information to a reference for fully automated exception analysis of an email. That includes checking the content of attachments. A court form claim number, or a CRU code can easily be mapped against a reference. FlowMatrix is also really good at finding mixed matter information in emails to prevent filing risk. On average at least 4% of incoming emails will contain multiple references or mapped references.
Automated Distribution
Triage For Business
Generic incoming business emails, such as info@domain.com, typically require a manual process to establish distribution to the correct internal recipients. FlowMatrix has an automated triage capability to do this, with monitoring and control by triage administrators from within the Outlook Add-In. The system can detect referenceable information and determine the users and teams the email belongs to, for ongoing user forwarding and presentation of all the email analysis. Attachment types can also be used to trigger filing logic accordingly, such as receipt of a document type as part of a stepped workflow.
FlowMatrix will also soon have an AI learning facility, to understand generic email content for category grouping and trigger appropriate workflows. This could be used, for example for new matter enquiry concierge processing for forwarding to the correct team.
Serenity Restored
Happy Partners
The FlowMatrix Email Filer solution will drastically reduce the time it takes every member of fee earning staff to file their emails into the company content system every month. It takes seconds for FlowMatrix to process every email, forensically understand the content of an email and file it into the DMS. All of this is achieved by auditing every incoming email and every interaction between the system and a user.
Your company will no longer run the risk of emails being held in individual email accounts when they need to be shared collaboratively. FlowMatrix can automatically file referenceable emails at rates beyond 90%. Your managing partners, business owners and risk & compliance team can relax in the knowledge that efficiency and serenity has been restored.