AMODIT
On Astrafox's own platform, we build the mailroom, letter workflow, tasks, due dates, dispatch, correspondence threads, and archive.
See AMODIT →Astrafox solution
Correspondence under control from receipt to archive
A letter reaches a shared mailbox, reception logs it on paper, and after it is passed on, no one knows who is responsible or when the deadline expires. We connect paper correspondence, email, e-Delivery (e-Doręczenia, Poland's electronic registered mail), dispatch, and the archive in one process with a case number, clear accountability, and a complete history.
From letter registration to response and archive
Everyone knows who owns the letter and what happens next
We design a shared workflow for mailrooms, reception desks, distribution rooms, and recipients across the organization. The process connects registration, routing, response preparation, dispatch, delivery proofs, and the archive—regardless of whether the document arrived on paper, by email, or through e-Delivery.
The mailroom registers and numbers the letter, or the system creates a case from email
Scanning, OCR, and barcodes organize the document and its metadata
AI classifies the letter and suggests a recipient, and an employee approves the routing
The recipient handles the case, drafts the response, and tracks the due date
The approved letter goes to e-Delivery, eNadawca, e-Polecony, or a courier
Documents, statuses, and proofs remain available in the archive and reports
Archive and retention
Paper and electronic messages end up in the same case
The archive stores scans, files, metadata, versions, and access history. Users search for a document by number, sender, recipient, category, date, or OCR-captured content instead of browsing binders and folders.
We implement the Polish uniform file classification system (JRWA), archival categories, retention periods, and disposal. The system identifies records approaching the end of their retention period and records the decision and its execution, while migration transfers historical cases with their scans and metadata.
The archive preserves the case context
- the incoming letter, response, and delivery proofs in one thread;
- permissions for confidential and unopened correspondence;
- versioning, change history, and full-text search;
- retention based on the document category or recipient;
- migration of archived registers, files, and scans.
More than document workflow
Technology and services for the mailroom
We use AMODIT and Astrafox products first. We then connect the process to delivery channels, ERP, email, the archive, and the organization's other systems.
AI for letter classification
AI reads the content and suggests a category, recipient, and next step. We configure existing models for the organization's rules—we do not train models. Running them in EU regions without training on client data ensures compliance with the GDPR and the EU AI Act.
See AI solutions →KSeF Connector
When an invoice reaches the mailroom, Astrafox's own product sends it to the correct invoice workflow and links it to the document retrieved from KSeF (Poland's National e-Invoicing System).
See KSeF Connector →Process BI
Reports show letter volumes, response deadlines, team workloads, dispatch statuses, and the stages where cases wait the longest.
See Data & BI →ERP and company systems
We connect cases with contractor records, employee data, cost centers, and documents in any ERP, CRM, HR, or financial system.
See system integrations →Cloud or on-premises
We run the solution in the Astrafox cloud, the client's cloud, or the client's infrastructure, with access control, backups, monitoring, and identity integration.
See Cloud & Infrastructure →How it works
From receipt through response to dispatch and archive
We adapt the process to the organization's rules. The document path and data exchange among the mailroom, recipients, delivery channels, and archive remain consistent.
This universal path connects incoming and outgoing correspondence. We configure roles, due dates, routing rules, and retention rules for the company's process.
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Registration and scan
A letter enters the shared register from paper, email, or e-Delivery.
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Routing and case
AMODIT assigns a number, owner, due date, and the correct next steps.
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Response and approval
The team drafts the response, agrees on its content, and collects the required approvals.
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Dispatch
The approved letter goes through the selected channel, and its status returns to the case.
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Archive and retention
Documents, versions, statuses, and proofs remain in the archive under the organization's rules.
AMODIT manages the case and records accountability, while integrations exchange messages, documents, statuses, and proofs with the process environment.
AMODIT
Register, cases, roles, due dates, AI OCR, approvals, and complete history.
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Flow: tasks, decisions, and statuses.
People and roles
- mailroom
- recipients
- managers
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Flow: messages, addresses, and proofs.
Electronic channels
- e-Delivery
- eNadawca
- e-Polecony
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Flow: dispatches, labels, and statuses.
Couriers and postal services
- Poczta Polska
- couriers
- batch dispatches
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Flow: content, metadata, and suggestions.
OCR and AI classification
- AMODIT AI OCR
- classification
- suggested recipient
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Flow: documents, versions, and history.
Archive
- JRWA
- retention
- search
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Flow: data for process control.
Reporting
- due dates
- statuses
- workload
Integrations
One case connects the mailbox, dispatch, recipient, and archive
We have connected correspondence workflows with e-Delivery, eNadawca by Poczta Polska, q-Doręczenia, e-Polecony, ePUAP, DHL, UPS, FedEx, Microsoft 365, SAP, Symfonia, Comarch ERP XL, and client systems through REST APIs and SQL.
The integration retrieves messages, files, statuses, and proofs, verifies addresses in BAE, transfers data to recipients, and returns dispatch information. We also support multiple mailboxes, proxy connections, certificates, and SSO.
The delivery channel is part of the process
- e-Delivery, PURDE, PUH, KURDE, and BAE;
- eNadawca, e-Polecony, and electronic acknowledgments;
- DHL, UPS, FedEx, and other couriers;
- email, Microsoft 365, ePUAP, ERP, and client systems;
- REST APIs, SQL, Excel imports, and file exchange.
Typical scope
The process covers the mailroom, recipients, dispatch, and archive
We connect paper and electronic correspondence handling instead of creating separate registers for each channel, company, or location.
Registration
Number, sender, recipient, category, receipt date, channel, and required due date in one register.
Scanning and OCR
Scans, file splitting, content capture, barcodes, and automatic linking to the correct case.
Routing
Assignment to a person, group, or department, receipt confirmation, delegation, and substitutions.
Case and response
Threads, tasks, due dates, reminders, templates, and response approval. When a letter requires a signature, we incorporate an electronic signature into the document process.
e-Delivery
Retrieval and dispatch, multiple mailboxes, BAE, proofs, statuses, retention, and error handling.
Postal services and couriers
eNadawca, e-Polecony, labels, envelopes, high-volume shipments, DHL, UPS, and FedEx.
Archive and JRWA
Metadata, search, versions, permissions, categories, retention, disposal, and migration.
Reports
Statuses, accountability, due dates, processing time, volume, dispatches, and cases without a response.
Letters concerning purchase orders and invoices remain linked to the case, while their further control takes place in specialized processes.
Experience catalog
What we work with in mailroom, correspondence, and archive projects
This overview shows the channels, documents, scenarios, integrations, and reports we connect in an organization's environment. We select the scope for the organization's process, systems, and needs.
Channels, systems, and integrationse-Delivery (e-Doręczenia, Poland's electronic registered mail), eNadawca by Poczta Polska, q-Doręczenia, e-Polecony, AMODIT and more
- e-Delivery (e-Doręczenia, Poland's electronic registered mail)
- eNadawca by Poczta Polska
- q-Doręczenia
- e-Polecony
- AMODIT
- PURDE, PUH, and KURDE
- Electronic Address Database (BAE)
- Statistics Poland (GUS) and TERYT
- ePUAP
- DHL, UPS, FedEx, and GLOBAL Expres
- email, SMTP, and shared mailboxes
- Microsoft 365, Office 365, and Exchange Online
- SAP
- Symfonia
- Comarch ERP XL
- ERP, CRM, HR, and financial and accounting systems
- client systems and external portals
- REST APIs and Search Engine APIs
- Polish State Archives API
- SQL views and staging tables
- Excel imports and exports
- Active Directory, LDAP, Microsoft Entra, Azure AD, and SSO
- proxy connections and production certificates
- scanners and barcode readers
- contactless and magnetic cards and tablets
- AMODIT AI OCR, OCR, and ABBYY FlexiCapture
- Skanuj.to
- client infrastructure and on-premises solutions
Correspondence, documents, and variantsincoming, outgoing, and internal correspondence, paper and electronic correspondence, confidential, classified, and unopened correspondence, incoming and outgoing e-Delivery, PURDE, PUH, and KURDE messages and more
- incoming, outgoing, and internal correspondence
- paper and electronic correspondence
- confidential, classified, and unopened correspondence
- incoming and outgoing e-Delivery
- PURDE, PUH, and KURDE messages
- e-Polecony registered electronic mail
- standard and registered mail
- courier and international shipments
- high-volume correspondence and batch dispatches
- letters requiring a response or addressed to multiple recipients
- PDF scans and document images
- email messages and attachments
- proofs of dispatch and delivery and electronic acknowledgments of receipt
- shipment statuses and metadata
- envelopes, labels, and dispatch books
- correspondence threads, responses, and cases created from messages
- sender, recipient, and addressee registers
- documents transferred to eTeczka
- internal acts, resolutions, and certificates
- training, office, and historical documentation
- paper originals checked out of and returned to the archive
Case workflow, dispatch, and archivecorrespondence registration, numbering, and categorization, scanning, OCR, barcodes, and scan splitting, creating cases from email and imported messages, AI classification and routing by sender, subject, or category, assignment to a person, department, or group with mailroom verification and more
- correspondence registration, numbering, and categorization
- scanning, OCR, barcodes, and scan splitting
- creating cases from email and imported messages
- AI classification and routing by sender, subject, or category
- assignment to a person, department, or group with mailroom verification
- linking letters with responses and maintaining correspondence threads
- tasks, due dates, and reminders
- substitutions and delegation of responsibility
- confirming opening, receipt, and transfer and tracking the paper original
- returning correspondence to the mailroom or sender
- drafting responses, team collaboration, and editing Word files within a case
- approval of outgoing correspondence
- electronic signatures and control of the required number of signatures
- generating letters from templates
- printing envelopes and labels and registering items in eNadawca
- dispatch through e-Delivery, q-Doręczenia, and e-Polecony
- courier dispatch, ordering and canceling couriers, and generating labels
- handling shipment types, priorities, dimensions, and weights
- high-volume and batch dispatches
- retrieving messages, files, proofs, and statuses
- searching and verifying addresses in BAE
- synchronizing multiple mailboxes and addresses
- handling errors, duplicates, and mailbox capacity
- archiving messages, freeing mailbox space, and applying retention rules to mailboxes and the archive
- repository for scans, files, and metadata
- cataloging by department and folder structure and full-text search
- versioning and change history
- access control for documents and sensitive data
- Polish uniform file classification system (JRWA) and records classification
- retention periods, reports, and retention extensions
- disposal, confirmation, and automatic deletion of cases and records
- migration and export of archived cases, documents, scans, and metadata
- integration with the Polish State Archives API
- development of electronic document management in line with Polish archival law
Reports and due-date controlvolume of incoming, outgoing, and internal correspondence, case status, current stage, and responsible person, processing time, cases without a response, and overdue cases, letters requiring a response, tasks, reminders, and substitutions and more
- volume of incoming, outgoing, and internal correspondence
- case status, current stage, and responsible person
- processing time, cases without a response, and overdue cases
- letters requiring a response
- tasks, reminders, and substitutions
- transfer and approval history
- links among a letter, its response, and the entire thread
- correspondence by sender, recipient, department, and category
- correspondence by company, branch, and location
- shipment types, priorities, dimensions, and weights
- dispatch, receipt, and delivery statuses and proofs
- high-volume shipments and dispatch batches
- errors, duplicates, and mailbox capacity use
- correspondence costs and allocation by cost center
- documents approaching the end of their retention period
- cases scheduled for disposal or deletion
- archive contents and history
- operational and management reports
- Excel data exports
Organization scale and environmentsimplementations in nearly 70 organizations, projects since 2005, groups comprising more than 20 companies, approximately 80,000 incoming documents processed annually, environments for 750 users and more
- implementations in nearly 70 organizations
- projects since 2005
- groups comprising more than 20 companies
- approximately 80,000 incoming documents processed annually
- environments for 750 users
- Astrafox cloud, client cloud, and on-premises installations
Scale and experience
We have implemented digital mailroom, correspondence, and archive operations in nearly 70 organizations
The largest scopes cover groups of more than 20 companies, environments for 750 users, and approximately 80,000 incoming documents processed annually. Clients in this area include Cyfrowy Polsat, Dentsu, Rohlig Suus, Deutsche Bank, Holcim, and Neuca.
Why work with us
- Our experience includes mailrooms for multi-company groups, environments for hundreds of users, and high volumes of correspondence.
- A named team designs classification, retention, and access and then maintains the solution.
- When an organization uses multiple channels, we connect paper, email, e-Delivery, eNadawca, and the archive in one workflow.
Implementation and maintenance
The project covers the process, migration, integrations, and accountability after launch
We run the solution in the Astrafox cloud, the client's cloud, or the client's infrastructure. The architecture reflects security rules, the number of companies and mailboxes, integrations, and archive requirements.
Process analysis and design
We organize intake channels, roles, numbering, due dates, responses, dispatch, JRWA, retention, migration, and test scenarios.
Testing and training
We configure environments and certificates, test integrations, and train mailroom staff, business users, and administrators.
SLA-based support and development
We provide maintenance, updates, error handling, integration monitoring, and process development after organizational and technical changes.
See SLA-based support →Related knowledge
How to prepare an organization for digital correspondence handling
These topics help organize e-Delivery, traditional dispatches, the archive, and requirements for a document workflow system.
e-Delivery in a company
How to prepare the mailroom, roles, due dates, attachments, and accountability so the mailbox becomes the start of a process instead of another silo.
Read the article →How to select a document workflow system
Criteria for roles, exceptions, integrations, security, and maintenance that apply to the mailroom and other document processes.
Read the guide →Electronic document archive
What changes with a shared repository, access control, document history, search, and automated retention.
Read the article →Additional product topics: e-Delivery in large companies and integration with eNadawca and courier services.
This page shows how we implement the entire process and integrations in a company's environment. The AMODIT product website describes detailed correspondence workflow capabilities.
System functions in AMODIT →FAQ
Frequently asked questions about mailrooms, correspondence, and archives
Can one process handle paper, email, and e-Delivery?
Yes. Each channel has its own intake method, but the letter enters a shared register and the same downstream process: classification, assignment, response, dispatch, and archive. Users see the entire case instead of separate lists for paper and electronic messages.
How does the solution handle e-Delivery?
The integration retrieves headers, content, attachments, statuses, and proofs, registers the message, and routes it to the correct person or department. It also handles dispatch, address searches in BAE, multiple mailboxes, certificates, and retention rules.
Does the system integrate with eNadawca and couriers?
Yes. We have connected processes with eNadawca by Poczta Polska, DHL, UPS, and FedEx. Shipment data moves from the process to the dispatch service, while statuses and proofs return to the correct case without retyping.
How does AI classify correspondence?
AI analyzes the letter and suggests a category, recipient, or routing rule. A mailroom employee reviews the suggestion before approval, and the system records the decision and processing history.
Does the solution support JRWA, retention, and disposal?
Yes. We implement JRWA classification, archival categories, retention periods, reporting on approaching deadlines, retention extensions, disposal, and confirmation that records have been deleted.
Can the existing archive be migrated and the solution run on-premises?
Yes. Migration covers registers, metadata, files, and scans of historical cases. We run the solution in the Astrafox cloud, the client's cloud, or the client's infrastructure and provide SLA-based support, updates, and further development after launch.
How does Astrafox take accountability for the entire correspondence workflow?
We connect the mailroom process with e-Delivery, eNadawca, couriers, email, the archive, and company systems. Analysis, implementation, integrations, and maintenance remain with one team and one point of accountability.
Start with the letter that disappears between the mailbox and its recipient today
Describe the correspondence channels, number of companies, dispatch method, and archive requirements. We will organize the scope of the process, integrations, migration, and maintenance.
Describe your challenge