The flexible and highly integration-friendly digital mailroom solution

inacta "mailQ"

The inacta mailroom solution "mailQ" ensures that information from different supported input channels (scanning, email, fax, etc.) are all archived the same way and subject to the same quality control. Employees can access the files via standard software, or using eDossiers which provide an overview of groups of files, e.g. those relating to a particular customer or matter.

Because the information is available electronically, subsequent processes can be standardized, redundancies can be reduced and information gaps which may previously have existed can be eliminated.



The mailQ solution features a range of ergonomic elements which allow the user to work effectively and comfortably:

  • Centralized functions removing the need to change windows or load new pages
  • Ability to save user-specific settings
  • Integration in authentication infrastructure (SSO)
  • Consistent multilingual support
  • Display can be optimized for different resolutions and monitor settings (one or two monitors)

inacta mailQ mainscreen

Document functions

A whole range of functions are available for document edition. These functions can be accessed from the document entry with a simple click of a mouse (edit properties and display document) or, alternatively, from the list in the context menu. Some of the functions can be used on a selection of multiple documents at once (e.g. Forward, Save As, Delete, Recover).

inacta mailQ document functions

  • Forward a document to a user or group inbox
  • Return a document to the last inbox
  • Delete a document from the inbox
  • Display all documents in a file
  • Group multiple documents using a paper clip
  • Separate a document into multiple documents
  • Order the original or a re-scan of a scanned document
  • Open a document in an external viewer
  • Save a document locally

From strategy to operative implementation

Enterprise output management

The "Enterprise Output Management" solutions package addresses three current mega trends in output management:


The inacta product and services portfolio covers the entire spectrum from strategy to operative integration. Our modular approach allows us to integrate clients' existing assets, such as defined communication strategies, into the end solution, simplifying the planning and implementation processes.

The inacta Input/Output Management Map as certainly proven itself on a strategic level. It provides an outstanding overview of the information flows within the company and simultaneously acts as a basis for other related activities.

The primary goal of the inacta Input/Output Management Map is to gain a precise understanding of the paths and volume of information flows in the client's organization. The understanding of the information flows thus gained is employed as the basis for the formulation of a company-wide output management policy.


Proven standard software evaluation model

Software evaluation

"There is no such thing as 'the best' software ...
 ... but there is such a thing as software that best meets the client's needs."

  • Within a framework of clearly-defined phases, the method sees the processes being concentrated step by step and gradually leading towards a reduced number of providers.
  • As the information density increases with each successive phase, our clients are provided with a selection of high quality, best suited standard software providers who will be able to provide the optimal solution to meet the client's existing and foreseeable future needs

Phase 1 - Development of a list of requirements

We have a proven, structured approach to the relevant main processes involved in developing a customer-specific list of requirements that ensures that all relevant requirements are identified

  • A key consideration in the development of a high-quality list of requirements is the focus on the relevant functions that support value-adding tasks. To guarantee the inclusion of such relevant tasks, the requirements are weighted according to their relevance. This weighting subsequently forms the basis for the calculation of point values in the evaluation process
  • By discussing the weighting in workshops with the client, we ensure that the list of requirements comprehensively covers both existing and future requirement on the standard software

Phase 2 - Drafting the "Long List"

This second phase focuses on the comprehensive identification and documentation of all relevant systems in the target segment.

Criteria (examples)

  • Product portfolio
  • Defined indicators
  • Sector focus
  • Activities and references in the DE/AT/CH region
  • Gartner & Forrester research reports

Both inacta's experience and information gained from the initial workshops with the client flow into the development of the long list.

Phase 3 - Request for information (RFI) 1

The primary goal of Phase 3 is the qualified narrowing down of the candidates for the detailed product and supplier evaluation on the basis of manufacturer-provided details on the company and its market position.

Company information

  • Product's market share
  • Company size
  • Partner network
  • Support

Product information

  • Reference clients/installations
  • Other product group-specific properties

Phase 4 - RFI 2 Product functionality

The primary goal of Phase 4 is the qualified narrowing down of the candidates in the detailed product and supplier evaluation on the basis of manufacturer-provided details on the product's functionality. The selection is made on the basis of a list of requirements with a defined number of criteria (generally 50-70), grouped according to the following areas:

  • Integration into existing systems
  • Usability
  • Operation and performance
  • Statistics and monitoring

The number of criteria applied in the RFI 2 is consciously kept low, in order to minimize the work for suppliers and the client.

Phase 5 - Request for proposal (RFP) and supplier presentations

In Phase 5, the candidates are reduced to the 2-3 best providers with the goal of sourcing a proof of concept (PoC) with the remaining suppliers.

  • List of requirements with the complete list of criteria
  • Price information and detailed and binding supplier and product information
  • Offer presentations from the remaining suppliers

Based on its experience in a range of similar projects, inacta will provide a framework for the systematic development and analysis of a comprehensive RFP into the project.

Phase 6 - Proof of concept (PoC)

In order to reliably test the competence of the remaining 2-3 suppliers and the suitability of their solutions, these suppliers are given defined, practice-oriented conceptual problems which have to be solved in an environment provided by the client.
The PoC allows us to gain a precise picture of two key factors:

  • the relevant product's ability to meet the requirements
  • the supplier's competence and approach in project situations