Automated Email Management

Cleardata offers automated email management services throughout the UK. We process incoming data automatically using intelligent document automation tools allowing your business to increase productivity, improve customer service, reduce risk and save valuable time.

Cleardata has invested in best of breed technologies including Document Automation, Robotic Process Automation, and Artificial Intelligence (AI) to enable our clients to operate efficiently, reduce costs and stay ahead of the competition.

Our intelligent solutions can perform email management tasks to suit your business rules. For example:-

Incoming Email Automation

  • Monitor single or multiple dedicated mailboxes in real time
  • Ingest emails into our automation service reviewing the senders email address and the email subject initially
  • Extract key information such as name, email address, case, claim or member number (This can apply to any process with a URN)
  • Validate the email and each attachment against clients data feed or via api ensuring the information is associated with the correct case or claim
  • Classify the email and attachments against a list of document types provided by you as part of the business intelligence rules
  • Enhanced extraction goes a step further by extracting key information to update fields in CRM for the document eg pension value, mortgage payment amount, statement data, next court appearance date etc. Further reducing time and effort once the document is in CRM
  • Generate custom image and data outputs for ingestion to your back end CRM system to upload the email and associate it with the right case, claim or member and add any extracted data to the fields in your CRM
  • Cleardox, our cloud hosted document management portal allows easy access for you to manage any documents flagged as an exception by not meeting your business intelligence rules and add additional data to get them through the workflow while still fully auditable.
  • Utilise your existing workflow tools to get the email or document into the next stage of its journey ideally with no human input streamlining your processes and removing bottlenecks
  • Custom reporting keeps you upto date with work in progress and helps you maintain challenging service levels with your customers
  • Saving you hours every day and allowing for increased of decreased volumes with impacting your staffing levels

Where automated email management solutions are typically used

Automated email management solutions are particularly helpful for businesses or organisations dealing with large volumes of incoming data which needs to be processed quickly due to timelines. For example:-

  • Legal firms can utilise to for court document processing, letters of authority, conveyancing documents, PCP or PPI claims and credit agreements.
  • Pension companies for processing member documentation such as application forms, change of personal details forms, estimate request or opt out forms.
  • Insurance companies for handling claims applications, original documentation, quotes, agreements and financial documentation.

Why choose Cleardata?

Our solutions are simple to set to set up. We have a team of UK developers and are assured to the highest standards including Information Security (ISO27001:2022), Quality Management Systems (ISO 9001), Cyber Essentials Plus and BS 22301 (Business Continuity). We operate in a secure facilities and staff are vetted to high standards, BS 7858.Reduces admin and fee earners time.

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Contact our team to find out more about our automated email management services today. Call 0800 046 8081 or contact us.

 

Benefits

Automated email management solutions can help your business:-

  • Save valuable time for fee earning and administration staff
  • Increase productivity, for example:-
  • Medical report emails – can take fee earners 15 mins to work through, but using automation it can be completed in seconds.
  • Court documents  – can take 2-3 minutes to process – automation does it in seconds. Reducing errors and freeing up  case earners time
  • Improve customer service
  • Meet SLA’s and avoid fines
  • Reduce risk
  • Improve accuracy
  • Meet compliance standards