Discover Recent Ondox Innovations
Automate multi-channel document intake and streamline more workflows with newly released Ondox features.
What’s New in Ondox?
Managing documents shouldn’t slow your organization down. Turn incoming documents into action—quickly, accurately, and efficiently – with the latest new features available in Ondox.
Automate document intake on any channel, configure workflows as you want them, and leverage intelligent communication tools to streamline intake, reduce manual work, and maintain compliance across every channel.
The new features in our latest release give teams the visibility and control they need to stay productive, even during peak workload periods or staff absences. By simplifying document handling and improving operational efficiency, Ondox empowers organizations to make faster decisions and ensure every document is processed reliably.
New Features You Need To Know About
The latest Ondox enhancements modernize how organizations manage document intake, workflow capacity, and mailroom operations, delivering value to teams across every department:
Email Attachment Processing
Delegation
Configurable Mailroom Processes
The latest Ondox innovations support improved team performance with a unified, compliant, and optimized document-handling environment. Documents may arrive by email, postal mail, or other channels – now Ondox provides a single view for processing and auditing all documents, giving you full control. Ondox tracks every document, recording where it came from and who handled it, and streamlines intake and workflow processes. New Ondox features help create a “future that works”, (McKinsey Institute), empowering organizations to respond faster, maintain compliance, and sustain uninterrupted operations.
Email Attachment Processing
Seamless Document Intake Directly From Your Inbox
Email remains one of the most common—and most manual—channels for receiving important documents. Ondox now automatically captures and processes email attachments, allowing organizations to eliminate inbox clutter, reduce manual work and administrative time, and ensure every document enters the correct workflow instantly.
Ondox modernizes digital intake by turning email-attached documents into structured, trackable work—without downloading, uploading, or switching between systems.
How This Benefits Your Organization
By centralizing and automating the handling of email attachments, Ondox helps teams work faster, improve accuracy, and maintain consistent service levels. Manual inbox processing is replaced with a reliable, compliant, and fully traceable workflow, giving organizations more speed and more control.
Key Capabilities
Seamless Email-to-Workflow Integration
Automatically ingest email attachments and route them alongside all other incoming documents—no saving, downloading, or manual steps required.
Faster Response Times, Better Service
Reply directly within Ondox or allow GenAI to generate suggested responses. Teams save time, reduce delays, improve customer communication and focus their energy on higher valued tasks.
100% Automation of FAQs and Q&A
Reply automatically to frequently asked questions and predictable questions by leveraging GenAI to generate responses that match incoming enquiries.
Full Context At A Glance
The Ondox Attachment Workspace displays each document alongside its email metadata, including previous messages and responses. This provides a complete, audit-friendly view that supports informed decision-making.
Unified Intake Across All Channels
Attachments received by email appear in the same workspace as documents from mail, uploads, and other sources. Teams gain one consolidated hub without the need to monitor multiple inboxes or platforms.
Built-In Compliance
Every document, no matter its source, automatically follows the same retention, governance, and audit rules. This ensures compliance across the organization, provides clear accountability along with full traceability for every document-handling process.
Delegation
Keep Work Flowing, No Matter Who’s Available
Staff absences, peak workloads, or unexpected gaps can slow critical document workflows. Ondox’s Delegation feature allows you to automatically reassign documents to available team members, ensuring that work continues uninterrupted, bottlenecks are reduced, and accountability is maintained across all workflows.
How This Benefits Your Organization
Ondox delegation automatically routes documents to an available colleague. When a team member is on vacation or ill or when the organization is experiencing high volume workload, actively managed delegation ensures workflows remain smooth and teams can continue delivering results efficiently, without delays or interruptions.
Key Capabilities
Seamless Continuity
Ondox automatically reassigns documents to a designated delegate, keeping critical tasks on track and workflows moving efficiently.
Flexible Controls
Admins, managers, and team members can configure temporary or long-term delegation rules that align with staffing models and operational needs, allowing proactive management of capacity across teams.
Visibility & Accountability
Teams can use the delegation calendar and detailed audit logs to gain full transparency into active and upcoming delegations. Ondox automatically tracks every reassignment, ensuring traceability and compliance.
Empowered Teams
Delegates receive only relevant notifications, avoiding unnecessary alerts for unavailable users. Returning users can reclaim ownership instantly, balancing workflow continuity with individual autonomy.
Configurable Mailroom Processes
Streamline Operations & Tailor Workflows to Your Organization
Mailroom operations differ widely across organizations, and one-size-fits-all workflows can create inefficiencies or bottlenecks. For BPOs who provide outsourced mailroom operations, customers may require customized workflow for some or all incoming documents. For large, multi-mailroom enterprises, special treatment of specific types of incoming document may be required.
Ondox Configurable Mailroom Processes allow teams in these organizations to design and customize their mailroom workflows to match real-world operations, improving accuracy, efficiency, and consistency across every step of document handling.
Ondox enables organizations to reduce manual effort, accelerate intake, and maintain reliable, repeatable mailroom operations by customizing how their teams route and process documents and how mail recipients interact with core mailroom teams.
How This Benefits Your Organization
Document-heavy teams need clarity, efficiency, and consistent document workflows to stay productive. By providing customizable mailroom processes, Ondox helps teams reduce manual steps, eliminate bottlenecks, and ensure reliable handling of documents across all channels. Teams create flexible, repeatable, and scalable workflows that are easily adapted to each organization’s unique needs, helping all document-dependent teams process documents accurately, efficiently, and consistently. Ondox logs every action for auditing, giving organizations clear visibility and control over their document processes – including their customized workflows.
Key Capabilities
Custom Mailroom Workflows
Build or tailor your workflows to match your organization’s actual processes, and ensure your team handles documents efficiently from start to finish.
Streamlined User Experience
End-users can trigger workflow actions directly from the Ondox workspace or card view, reducing manual steps and speeding up document handling.
Real-Time Operational Visibility
Mailroom operators can now view all active processing requests, including custom workflows. The visibility enables faster responses, ensures quicker resolution, and helps teams prioritize tasks, spot bottlenecks early, and maintain efficient, consistent document handling.
Built-In Governance and Audit Trails
Automated safeguards protect your work and track every action. Audit-ready logs give teams full transparency and maintain compliance documentation.
Who benefits from these new features?
Ondox empowers teams across organizations by streamlining document intake, optimizing workflows, and improving accountability.
These enhancements deliver tangible value to any team that handles large volumes of documents, helping them work faster, stay compliant, and maintain operational continuity.
Mailroom Teams
Mailroom teams can handle high volumes of physical and digital documents more efficiently. Routine and repetitive mailroom requests are automated, to save time and effort of mailroom operators. Mailroom workflows can be customized to meet your organization’s needs, further reducing manual processing errors, exceptions, and time-consuming “special handling”.
Mailroom teams have real-time visibility into all active mailroom requests, so mailroom operators can prioritize tasks, respond faster to urgent items, and ensure nothing is missed.
Delegation features ensure workflows continue seamlessly even during peak periods or when key staff are unavailable, while audit-ready logs provide complete transparency, accountability, and compliance oversight across all mailroom activities.
Operations & Admin
Operations and administrative teams now have full visibility into incoming and processed documents, whether those arrived as paper-mail or email attachments, allowing them to work more productively and improve operational efficiency.
Configurable mailroom workflows and automated multi-channel document intake reduce errors and ensure consistency across all processes.
Automated delegation helps maintain continuity during staff absences or periods of high workload, ensuring SLAs and workflow goals are achieved.
Team Lead / Manager
Team leaders and managers can now monitor team capacity and workload more effectively. Delegation features allow leaders to reassign tasks automatically when staff are unavailable, ensuring workflows continue without interruption.
With real-time visibility into document progress and audit-ready logs, managers can track every task, maintain accountability, and make data-driven decisions to optimize team performance. These tools help leaders keep operations running smoothly, even during peak workloads or staff absences.
Customer-Facing Teams
Customer-facing teams can now respond faster and more accurately to client inquiries. Integrated email attachment processing and optional GenAI-assisted replies enable teams to handle customer documents and requests efficiently, even during peak periods or when colleagues are unavailable.
Responses to FAQs and common enquiries can be fully automated to improve response times while releasing team members from low-value, repetitive work.
Real-time visibility into document status and workflow progress ensures teams can prioritize urgent requests, maintain high-quality service, and prevent delays. Audit-ready logs provide transparency and accountability, ensuring customer-facing teams deliver consistent, reliable, and responsive service at every touchpoint.
Case Teams
Claims teams and others who work in “case management” mode can now process case documents faster and more accurately. Automated intake of email attachments and incoming paper-mail documents reduces manual work and errors, while delegation features ensure cases keep moving forward even when team members are unavailable.
Real-time visibility into every document’s status helps teams prioritize urgent cases, meet case SLAs, maintain compliance, and track progress efficiently. Audit-ready logs provide transparency and accountability, enabling smoother operations and faster case resolution.
Business Process Outsourcing (BPO) Teams
BPOs and multi-client teams can streamline document intake across multiple clients while standardizing workflows for each account to reduce errors.
Ondox ensures SLA compliance even during high-volume periods or staff absences and centralizes visibility across all client documents, making tracking, reporting, and operational oversight faster and more reliable.
BPOs & Multi-Client Teams
BPOs handle documents for multiple clients, often juggling high volumes of incoming content across various channels. Our new features empower BPO teams to manage these workflows more efficiently, reduce errors, and maintain consistent service levels across all client operations.
What Can BPOs & Multi-Client Teams Gain?
Streamlined Multi-Client Intake
Manage documents from email, postal mail, and other sources for all clients in a single workspace, eliminating the need to track multiple systems.
Custom Workflows for Each Client
Customize mailroom and intake processes for each client to reduce errors, speed up processing, and ensure SLA compliance.
Faster Responses & Smarter Communication
Respond to client requests faster and more accurately using integrated inbox handling, and leverage optional GenAI-assisted replies to handle high-volume periods efficiently.
Visibility & Audit-Ready Tracking
Track all actions in real-time for full accountability, audit readiness, and transparency across client operations.
Capacity Management & Delegation
Automatically reassign workflows to available team members to ensure that workflows continue smoothly.
- Insights
Beyond the Scan: BPOs Unlock Greater Value from Digitized Documents
FAQs
Delegation automatically reassigns documents to a designated delegate whenever a team member is unavailable, whether due to vacation, illness, or peak workload periods. Managers and team members can set temporary or long-term delegation rules, ensuring continuity.
All reassignments are logged with notes and audit entries, maintaining full transparency, accountability, and operational resilience across your teams.
Yes. Ondox’s Email Attachment Processing feature, automatically ingests and organizes email attachments from multiple inboxes or clients, ensuring every document is captured and routed correctly. This eliminates manual downloading, uploading, or misplacement, reduces errors, and allows your team to focus on higher-value tasks. All attachments are integrated seamlessly into the existing workflow, providing a unified, audit-ready workspace.
Related Resources
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Why Mailroom Automation is Essential for Modern Businesses
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