Provide documents digitally instead of sending them by mail
Efficiently deliver documents with an automated cloud solution
A real estate company incurred high costs for sending documents by post. Digital delivery from the document management system now enables documents to be sent via email link. This reduces shipping costs and also helps to reduce the carbon footprint.
Initial Situation
A real estate company mainly sent documents to customers by post.
Printing, enveloping, and shipping incurred high costs and additional CO₂ emissions. The company was looking for a way to provide documents digitally and reduce the amount of letters sent.
Client
Real estate management, sales, and rental
Industry
Real Estate
Challenge
High costs and CO₂ emissions from printing and mailing documents
Operational Added Value
Documents are provided digitally; they are sent via email link with automatic read confirmation.
Procedure
Documents from the existing document management system are automatically prepared for dispatch.
The customers to be contacted are automatically selected and the corresponding documents are marked in a database view.
A software component transfers these documents to cloud storage. The recipients then receive a download link via email.
When a document is downloaded, a read confirmation is automatically generated. A service in the customer network retrieves these confirmations from the cloud and enters them into the customer database.
Effect in Operation
Shipping is now done digitally instead of by letter. Read receipts are automatically transferred to the customer database. This reduces the effort and costs of sending letters, while also reducing the carbon footprint.