2 is and will remain a popular communications channel 01 For businesses... and for customers. Fast Convenient Easy You can have data without information, but you cannot have information without data. Daniel Keys Moran Just send an and have it processed right away? That s how many of your customers think it works. This type of communication is fast, easy, and most importantly free. For businesses, however, this means hundreds or even thousands of s every day!
3 The great flood of s NOVO MAIL The Customer Expects Rapid confirmation of receipt A response on the same day ideally, immediately ( s don t require 2-3 days shipping) A response through the same channel > format continuity (Customers no longer accept letters in response to s) A personalized response , addressing them personally and acknowledging the content of their message > Customer appreciation 20 h Impress Time required your customers Stand out from the crowd every week for employees to write, sort, answer and delete s Unstructured classification or even entirely lost s Time-intensive manual processing for incoming s Opaque processes, impossible to keep track of Stressed or overwhelmed staff Unnecessarily high costs NOVO Mail
4 NOVO MAIL Automatic processing NOVO MAIL NOVO Mail automatically analyzes your incoming s, assigns them to the correct business process and hands them over to your archive. During processing, NOVO Mail identifies personal and transaction-related details in both scanned documents and digital information such as s and their attachments, all without any manual intervention. Fuzzy searching means that even widely-distributed, incomplete or incorrect information can still be correctly assigned. Thanks to the system s very high recognition rate, manual post-processing work is kept low. NOVO Mail supports all document formats and all input channels, and its modular structure means it can be customized to meet the exact needs of your business. Import data and documents from all communication channels: scanned mail, , social media Scanner Social Media Fax Internet NOVO Mail MOBILE Workstation Classification Identify the transaction and assign to the relevant internal business process (Novo Smart Classify) Extraction Identify information using fuzzy searching (Novo Smart Data) Conversion Conversion of all incoming document types to PDF/A (Novo Convert) Compression Reduce the file size of both color and black/white documents (Novo PDF Compression) Signature Digital, legallycompliant document signature (NOVO Sign) Response Automatic personalized response to customer (Novo Response) PDF documents and metadata transferred to archive and to administrator Customer file Administrator
5 NOVO MAIL Overview of functions Bonus: Digitize everything All media, all input channels (mail, fax, scans, social media) Physical and digital document processing Automatically identify transactions Automatically extract customer data and information Automatically initiates internal processes Interfaces with response management system to provide a professional, personal response Revision-safe archiving NOVO MAIL Advantages to your business Clear, comprehensible and complete business processes Universal process automation and management Reduced manual work thanks to automatic (black box) processing Increased service and process quality Process customer requests faster > Increase customer satisfaction immeasurably > Improve your image for competitive advantage Sorting/Scanning Manual classification (content) Manual forwarding Manual customer identification Manual data extraction/ transfer to administrator Manual process without NOVO Mail Up to 75 % time saving Management Digitization/ Import Automatic classification (content) Automatic data extraction (customer identification) Conversion/ Compression Transfer to Automated administrator process and autoresponder with (workflow) NOVO Mail
6 NOVO MAIL Even more advantages NOVO MAIL Advantages to your customer Increased service and process quality Scalable handles even large volumes of data Total integration into downstream processing, ensuring format continuity Comply with legal archiving and documentation requirements Enhanced customer loyalty through qualified response management > Reduced printing costs Everything in one place from input to output Fast, personalized response Avoid record fragmentation (input channel = output channel) 40 % Reduction in process costs >70 % Reduction in document classification costs
7 NOVO MAIL Who is NOVO Mail for? NOVO MAIL NOVO Mail is aimed at any business which places the customer and customer satisfaction front and center in all business processes. Sales & Logistics One face to the customer Banking Insurance Automotive USE Cases Introducing NOVO Mail at SBK, Germany s largest company health insurance fund, produced the following successes in just 6 months: > Reduced customer-to-processing times > Optimized processes reduced costs > Approx 2.5 million documents processed per year in around 400 different document classes across all business departments > 75 % of documents automatically assigned to internal business processes > 85 % of customer data automatically recognized > 40 % Black-box processing > 100 % legally-compliant archiving > 100 % complete customer records > 100 % of all communications channels handled by a single platform and more. Energy Industry
8 NOVO MAIL HIGHLIGHTS NOVO PDF Compression NOVO MAIL HIGHLIGHTS Are we scanning in color, or black and white? Is this attachment too big to send? Is our archive bursting at the seams? From now on, these questions are a thing of the past. NOVO PDF Compression lets you process color PDF documents which take up just 1/10 of the original storage space while retaining the same level of quality. Automatic archiving Your s are handed over to the archive in compliance with all legal regulations, converted to PDF/A and assigned a professional digital signature. This ensures total integration into customers records. s can be easily accessed in the same format using Outlook. Digital documents Scanner Digital signature NOVO PDF Compression Application Customer file Scalable, high-quality images; very small file sizes Better color quality than conventional compression techniques Less storage space required for PDF or PDF/A files Maintain legal storage and documentation requirements Employees have access to customers entire records at any time
9 NOVO MAIL HIGHLIGHTS NOVO Smart Classify NOVO MAIL HIGHLIGHTS Document chaos? NOVO Smart Classify automatically and accurately identifies incoming documents and their content, then assigns them to the correct business process and administrator. NOVO Smart Classify Faster business processes, reducing costs Maximum automatic classification rate Less manual work, saving time Let your employees focus on your core business Paper Fax Mobile??? Save Time Reduce costs NOVO Smart Classify A B C Department, Business process A Department, Business process B Department, Business process C
10 NOVO MAIL HIGHLIGHTS Example: Automatic processing notification from the customer 01 The customer, Mr Smith, sends the relevant company an notifying them of a change in his salary. NOVO Mail automatically forwards this to the appropriate administrator. Automatic data extraction Next, the metadata is extracted at the click of a button and added to a predefined mask, where the administrator can make any manual changes if required. This data is automatically stored within the system. 03 Automatic response to the customer and the administrator 02 Here Automatic data recognition you can see the administrator s desktop. NOVO Mail automatically identifies the metadata within the (marked in yellow). The customer expects a fast response to his . This is taken care of by the automatic response function, which runs in parallel with the rest of the process > A personalized response is created for the customer (top left) > An containing the most important information is created and forwarded to the relevant administrator (top right) > A document (e.g. the new contract) is created for the customer and can then be send as an attachment (bottom) 04
11 Why NOVO Mail NOVO Mail supports your internal processes to guarantee your customers the fastest possible processing of their communications. And all of this with 100 % complete customer records and less work for your staff. NOVO Mail fully processes all s automatically in the background Legally compliant archiving Your staff have more time for the essential tasks that impact your core business. Satisfied customers and employees Cost-effective, efficient processes About inovoo inovoo is a highly specialized partner in the fields of multi-channel management (customer dialog, customer correspondence), customer communications and process automation. We provide products and solutions for SMEs and large enterprises, covering the entire spectrum of input management, output management and everything in between and all from one source. > 100% integrated solutions > No more isolated applications > Integrate all communications channels > Traditional mails and faxes, and web, and even mobile devices > Holistic processing > One system covering input, process and output management
12 Product Showcase Request your free NOVO Mobile info brochure now no obligation! Fast, digital customer dialog any time, anywhere NOVO MOBILE NOVO Mobile lets you integrate information, documents and customer communication into your existing business processes using mobile devices such as smartphones and tablets. The entire adoption process implementation, use, and any support required is fast and easy. Open up a communication channel your customers already love and let them interact efficiently with you: sending documents using a personal mailbox, carrying out businessrelevant activities, signing contracts and engaging in fast digital dialog with your specialists. Information is the oil of the 21st century and analytics is the combustion engine. Peter Sondergaard of the Gartner Group Interested? Learn more at Get to know the other products in the NOVO product family. We re also happy to advise you by telephone: InovoOlution GmbH, Billerberg 11, Inning am Ammersee, Germany, Phone
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