TreeINFO Mailroom

The processing of incoming and outgoing mail is complex, fragmented, and highly dependent on manual steps in most organizations. Documents arrive via email, physical mail, data boxes, or internal channels, and without a unified system they can easily be lost, duplicated, or delayed before reaching the responsible person. There is often a lack of visibility into what has been received, who is responsible for handling a document, and whether it has been processed on time.

TreeINFO Mailroom for Microsoft 365 provides centralized and transparent registration of all mail within a single platform. Incoming documents are immediately recorded, routed to responsible users, and entered into a controlled workflow. Outgoing mail follows a standardized approval and dispatch process, including ISDS integration and support for trusted archiving.

The result is a clear, fully controlled, and auditable process that reduces administrative burden, eliminates errors, and ensures that no document remains unanswered. The organization gains faster information flow, higher accountability, and a modern digital mailroom connected to other agendas, from contracts and invoices to records management.
 

The process begins with the receipt of a document—whether physical, via email, internal handover, or through a data box. Each item is immediately registered in a unified mail register within Microsoft 365. The system automatically fills in basic metadata, classifies the document into the appropriate category, and ensures it is traceable from the very first moment.

TreeINFO Mailroom then routes the document to the responsible person or department. Users have clear visibility of their tasks and can further process the document—for example by approving it, adding information, returning it, or forwarding it to a colleague. Each step is governed by a workflow that ensures fast information flow and eliminates delays caused by manual handovers.

For outgoing mail, the process works in reverse. The document is prepared, enriched with the necessary metadata, and may go through internal approval. After dispatch—whether physically, by email, or via ISDS—the time, delivery method, and recipient are recorded. This ensures full visibility into when the mail was sent and whether it was handled in accordance with internal rules.

Throughout the entire lifecycle, full transparency is maintained. Users can see where the document is, who is responsible for its handling, and whether it was completed within the required timeframe. As a result, the organization gains a modern digital mailroom that accelerates work, increases accountability, and provides a comprehensive overview of all incoming and outgoing documents.