Automate your mailroom, end to end.
Next Mailroom captures, classifies, and indexes every incoming message automatically — across every channel and format. So document volume can grow without growing the team.
Trusted by enterprises for 40+ years
Capture. Classify. Index. Distribute.
Every incoming message has to be captured, classified, indexed, and sent to the right place before it's useful. Next Mailroom does all four automatically — turning a flood of paper, email, and portal uploads into structured, ready-to-use documents, wherever they need to go.
Capture everything, on every channel.
As communication shifts from paper to mobile and self-service, your messages from customers, partners, and authorities keep growing across every channel. Next Mailroom captures it all — letters, email, EDI, fax, text, chat, portal uploads, system output — and turns it into faster service at lower cost.
Classify anything that comes in.
Next Mailroom runs every incoming message through a rule engine that classifies it automatically. The rules match how your business actually works — recognizing known senders and recipients, like the airlines or specialist doctors you deal with, and spotting patterns in subject lines, body text, and attachments. Once a message is classified — a personal injury report, a travel insurance claim, a car repair invoice — Next Mailroom starts hunting for the matching index data.
Distribute to any system, any person.
Once a document is classified and its index values are set — customer number, policy number, car registration, claims date — it's ready for the final step: automatic distribution. Your IT landscape decides where each document goes. Most head for an enterprise archive — Next eCMS or the one you already run — an insurance system, or a customer portal. Next Mailroom delivers each one to the right place.
Index every document automatically.
Every document class has its own set of required index data. Next Mailroom searches the text, the metadata, and the attachments for it — customer numbers, policy numbers, claims IDs, car registration numbers, social security numbers. Text analysis, dynamic zone analysis, and pattern recognition do the work. To keep errors out, Next Mailroom verifies every value against your insurance systems as it goes, and pulls in extra detail from those systems to enrich the document.
Handle the exceptions without losing the savings.
Even the best automation leaves exceptions that need a person. Next Mailroom routes those exceptions into a structured, assisted process — so slow manual work doesn't eat what you saved.
Route exceptions to the right team, automatically.
When Next Mailroom can't classify a document on its own, it starts a structured workflow and assigns the task to the appropriate operator. A guided interface speeds the manual step and cuts errors. Full audit logging captures who did what and when — supporting compliance and improving classification accuracy with every pass.
When fields are missing, an expert fills them in.
When Next Mailroom can't collect every index value on its own, it starts a predefined process and routes the document to the people who know how to index that specific class. The interface validates each entry against your insurance system as they work, with one-click lookup for customers, policies, and claims. Every step is logged — for compliance, and to sharpen indexing on the next document.
Build and change rules yourself. No IT, no consultants.
Your department staff maintain the rules in Next Mailroom — no IT team, no external consultants. When a storm means you need a new rule, you can define it, test it, and deploy it in minutes. Every change is documented and protected by permissions.
Enterprise-grade. Without the enterprise complexity.
Automatic OCR.
Receiving documents that aren't machine-readable? Next Mailroom can run OCR automatically to read them.
Scales from thousands to billions.
Next Mailroom processes documents by the million — or the billion — without slowing down. No volume is too big, and none too small.
Granular access control on every document.
Permissions control access to every document, log, rule, and feature. You configure privacy by design and privacy by default, in line with GDPR.
A tamper-proof audit log.
Every change in Next Mailroom is logged to the second — what, who, and when. Even a deletion is logged, and Next Mailroom keeps a copy on file. The one exception: a document type GDPR requires to be destroyed completely.
Easy to roll out. Easy to use.
Next Mailroom is easy on the eye and easy to use. It's been rolled out across organizations with thousands of users.
Start with what you need. Add the rest later.
Begin with the communication channels you need today, and add more when you're ready. The same goes for the advanced options.
Is Next a fit for your organization? Find out in one call.
Talk to a Next specialist about your setup, your document workload, and what Next can (or can't) do for you.
