Intelligent Automation, Built for Accuracy and Control
AI-powered Q&A, workflow optimisation, and configurable mailroom processes designed for consistent, policy-aligned outcomes.
Discover The Value You Can Bring To Your Organization
The latest Ondox enhancements modernize how organizations manage document intake, workflow capacity, and incoming enquiries — delivering measurable value across every department.
These innovations support improved team performance through a unified, compliant, and optimized document-handling environment. Whether documents and questions arrive by email, post, or other channels, teams gain a single, controlled workspace for processing, responding, and auditing activity. Every action is tracked, providing full visibility and accountability across workflows.Together, these features help create a “future that works” (McKinsey Institute), enabling organizations to respond faster, maintain compliance, and sustain uninterrupted operations.
AI Q&A Agent
Consistent, Trusted Answers — Automatically
Organizations handle large volumes of incoming questions from customers, suppliers, partners, and employees. Manual Q&A processes are slow, inconsistent, and difficult to scale. The Ondox AI Q&A Agent uses Generative AI grounded exclusively in your approved documents to deliver accurate, policy-aligned answers — without inventing information or sacrificing control.
How This Benefits Your Organization
By automating routine and repetitive enquiries, the Ondox AI Q&A Agent improves response times, strengthens compliance, and reduces manual workload. Every answer is consistent, auditable, and aligned with your verified content, giving teams greater control while freeing skilled staff to focus on higher-value work.
Key Capabilities
Grounded In Your Approved Content
Responses are generated exclusively from your policies, FAQs, and trusted documents — ensuring accuracy and eliminating hallucination risk.
Consistent, Policy-Aligned Answers
Every question receives the same reliable response, reducing variation and strengthening compliance.
Full Transparency & Auditability
All questions, answers, and review actions are logged for complete visibility and governance.
Humans Remain In Control
High-confidence queries can be answered automatically. When judgement is required, responses are routed for review with a drafted answer ready.
Multilingual Support
Accept and interpret questions in multiple languages while maintaining consistent, policy-aligned responses.
Deploys Into Existing Workflows
Integrates directly into inboxes and tools without disrupting how teams work.
Try it on your Q&A!
Contact us today and experience the Ondox Q&A Agent in your context.
We will demonstrate Ondox Q&A Agent applying AI and your policies, FAQs, and Q&A-style documents to deliver safe, consistent, transparent, efficient Q&A processes.
Experience the future — then go live in days!
It’s a smarter way to handle incoming questions, combining automation with human control to deliver the best possible outcome.
Request Custom Ondox Q&A Agent Demo
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?
Modern document operations require more than intake alone. As volumes increase and service expectations rise, teams need visibility, continuity, and control across every workflow.
These enhancements support teams that manage high volumes of documents and enquiries, helping them improve responsiveness, maintain compliance, and operate with greater confidence — even during peak demand or staff absence.
Mailroom Teams
Mailroom teams manage significant volumes of physical and digital documents where accuracy and speed are critical. Automated intake reduces manual effort and eliminates time-consuming “special handling,” while configurable workflows align processing with your organisation’s operational model.
Real-time visibility into active requests enables prioritisation and faster turnaround. Delegation and audit-ready logs ensure continuity, accountability, and full traceability across all mailroom activities.
Operations & Admin
Operations and administrative teams gain consolidated visibility across all incoming and processed documents, regardless of channel.
Automated multi-channel intake and configurable workflows improve consistency and reduce errors. Delegation supports operational continuity during peak workloads or staff absences, helping ensure service levels and internal targets are consistently achieved.
Team Lead / Manager
Leaders benefit from improved visibility into workload, document status, and team capacity.
Automated delegation keeps workflows progressing when team members are unavailable, while real-time tracking and audit-ready logs strengthen accountability and support data-driven performance management.
These capabilities help maintain operational stability, even during periods of high demand.
Customer-Facing Teams
Customer-facing teams must respond quickly and accurately to enquiries across multiple channels.
Integrated email attachment processing ensures documents enter the correct workflow instantly, while AI-assisted Q&A automation can handle routine and repetitive enquiries, delivering consistent, policy-aligned responses at scale.
Real-time visibility into document and workflow status helps teams prioritise urgent requests, reduce delays, and maintain high-quality service with full transparency.
Case Teams
Case-based teams process complex document sets where timeliness and compliance are critical.
Automated intake of email and paper documents reduces manual effort and error risk. Delegation ensures cases continue progressing when staff are unavailable, supporting uninterrupted workflows.
Visibility into document status, SLA tracking, and full audit transparency enable efficient case resolution and stronger governance across every case.
BPO & Multi-Client Teams
BPOs and multi-client teams manage high volumes of documents and enquiries across multiple accounts, often with distinct SLAs and workflow requirements.
Centralised intake across all channels simplifies multi-client management, while configurable workflows allow processes to be tailored per client without increasing operational complexity.
AI-powered Q&A automation supports consistent handling of predictable enquiries, and delegation ensures continuity during peak volumes. Full visibility and audit-ready tracking provide transparency and oversight across all client operations.
BPOs & Multi-Client Teams
BPOs manage high volumes of documents across multiple clients and channels, where consistency, accuracy, and SLA adherence are critical. These capabilities strengthen operational control, improve efficiency, and maintain reliable service levels across all client environments.
What Can BPOs & Multi-Client Teams Gain?
Streamlined Multi-Client Intake
Manage documents from email, postal mail, and other sources within a single controlled workspace.
Client-Specific Workflows
Configure mailroom and intake processes per client to reduce errors and support SLA compliance.
Faster, Consistent Responses
Integrated inbox handling and optional AI-assisted replies support efficient, high-volume communication.
Full Visibility & Audit Readiness
Track all actions in real time, ensuring transparency and accountability across client operations.
Capacity Management & Delegation
Automatically reassign workflows to available team members to maintain continuity during peak periods.
- Insights
Beyond the Scan: BPOs Unlock Greater Value from Digitized Documents
FAQs
These capabilities streamline document intake from multiple channels, reduce manual processing steps, and provide real-time visibility into workflow status. Automated routing, delegation, and configurable processes ensure work continues without interruption, even during peak periods or staff absence.
For teams managing enquiries, AI-assisted Q&A automation can handle routine questions consistently and at scale, freeing skilled staff to focus on higher-value work. The result is faster processing, improved accuracy, and stronger operational continuity.
Yes. Workflows, mailroom processes, and intake rules can be configured to reflect your operational structure, SLAs, and governance requirements. This flexibility ensures that automation supports your existing processes rather than forcing a rigid, one-size-fits-all model.
Role-based controls, delegation settings, and audit tracking provide visibility and accountability across teams, making it easier to maintain compliance while adapting to changing operational needs.
Related Resources
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Why Mailroom Automation is Essential for Modern Businesses
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