Classify incoming items
The agent reads the day's batch and the shared mailboxes. For every item it determines the document type and looks for the file reference.
Daily batch of 240 scans in 18 document typesThe objection was logged twice and spent two weeks in transit. Nobody read it on the merits.
Sorts incoming mail and routes cases automatically to the responsible units.
Public administration
Four processes that take up the most time today
Developed in Germany · Hosted in the EU or on-premises
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Advisory and implementation for the public sector, starting with the AI readiness assessment.
The most expensive item of post is the one that lands in the wrong unit.
An objection goes to the social welfare office instead of the housing benefit office. The date of receipt does not change, the clock keeps running, and the case travels the same route back.
1wrong assignmentAn objection to a housing benefit decision lands in the social welfare office's inbox.
2transfersThe social welfare office returns the file to the mailroom, and the mailroom takes it to the housing benefit office.
2deadlinesThe file is date-stamped 3 August, and that date stands. The objection period and the deadline for the remedy review keep running in the meantime.
14days before anyone reads it on the meritsThe housing benefit office first reads the objection on the merits on 17 August. By then, two weeks of the one-month period have gone.
The 14 days before anyone reads it on the merits shrink to one once the scan is tagged with the right unit: up to 70% less manual routing effort.
The reduction of up to 70% in manual routing effort is the headline figure on record for this agent. The misrouted objection is an everyday example from a mailroom.
Three steps through the process.
When the day's post comes in, the agent determines the document type and the responsible unit. Whether an objection is well founded is for the specialist department to review.
Prioritise cases
The agent recognises time-critical items and moves them to the front. For each one it states the time remaining.
9 time-critical items, shortest remaining deadline 6 daysPropose the responsible unit
For every item the agent proposes the unit from the organisation chart. It refers unclear cases to the mailroom separately.
Forwarding proposal, ref. 50-2026-3391, to the housing benefit officeWhat the agent does not do.
It does not decide cases.
It sorts and hands over. The substantive review begins in the responsible office.
It does not say whether an objection is likely to succeed.
It recognises the document type, the file reference and the running deadline. The housing benefit office carries out the remedy review.
An email to a case officer's personal mailbox never reaches it.
It reads the day's batch from the scanning system and the connected shared mailboxes. An objection sitting in a personal mailbox instead does not appear on any distribution list.
Connected systems
- Scanning and capture system
- electronic file
- departmental specialist applications
Operations
- Deployment modelEU cloud, private cloud or on-premises
- Data processingGDPR-compliant, no model training on your data
- Responsible teamsMailroom, Service Centre
The questions that come up before the first meeting.
How quickly is the Intake Agent ready to use?
A pilot typically runs on your own data within 4 to 6 weeks. The agent connects to your existing systems rather than running as a separate, parallel environment.
Where is the data processed?
EU cloud, private cloud or on-premises. Processing is GDPR-compliant and models are never trained on your data. Details in the Trust Center.
Where does the figure “up to 70% less manual routing effort” come from?
It is based on experience from comparable projects and process benchmarks, not a commitment. We work out the realistic effect for your organisation during the assessment before the pilot.
Related agents.
- Public Sector Recruitment Agent40%faster shortlistingHR office, recruiting
- Application Review Agent60 to 75%time saved per caseSocial welfare office, citizens' office, benefits offices
- Citizen Communication Agentup to 65%less processing timeCitizens' office, service centre, front office
- Citizen Guide Agentup to 60%fewer first-level enquiriesCitizens' office, service centre, mailroom
- Business and Market Licensing Agent45%fewer queriesTrade licensing office, market administration
- Crisis and Situation Information Agent50%faster situation updatesCivil protection, press office, situation centre