Document management
Process, approve and retrieve incoming documents with clear ownership at each step.
Explore this product
No Paper Just Online
Traceable documents. Clear workflows
NOPA connects incoming documents, processing and approvals. See the status of each case, who acts next and what happened before.
Incoming business mail
From mail reception to digital delivery
Receive, scan, verify and forward daily incoming mail through an agreed process. The processed documents can be assigned to the appropriate case and person responsible.
The processing procedure and deadline are agreed individually with each customer.
Document management
A document's journey, from arrival to completion
Example workflow: an incoming document needs to be identified, checked and assigned to the right case.
Received
A scanned letter, email or uploaded PDF arrives for processing.
Awaiting processing
Identified
Text recognition and suggested data help classify the document. A team member checks the details.
Under review
Routed
The document is assigned to the right case and person, with the approval steps it needs.
Awaiting approval
Retrievable
View the history of versions, decisions and access alongside the document.
Case closed
The first three images are generated process illustrations; the fourth is an anonymized image of the NOPA interface with Hungarian demonstration data. Click an image to enlarge it.
We can handle your paper documents too
Combine the software with mail reception, high-volume scanning and document sorting. The assessment can also cover your existing NOPA mail register and incoming mail processes.
Connected to your business processes
Document management can connect to E-route delivery events and your existing systems. PDF generation, invoicing and e-invoicing modules can be provided to meet separately agreed requirements.
Document management in detailNOPA products
Which process would you like to improve?
Documents, deliveries, forms or customer communication: start with the work that takes the most manual effort today.
E-route
Route preparation, handover and driver feedback in a trackable delivery process.
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Complex forms, calculations and reports with configurable, testable business rules.
EQForm in detailBulk email
Schedule customer emails, track sending and handle delivery failures.
Explore this productWho is it for?
Business, IT and audit see the same process
NOPA is for those who consider cost, risk, lead time, integration and cross-departmental operations.
Executive perspective
Less manual work, lower operational risk, easier audits
Track document tasks, decisions and delivery events together. See where work has stalled and decide what happens next.
- Measurable turnaround times and error rates
- A controlled trial and gradual migration
- separately agreed support and service conditions
IT leadership perspective
A platform designed to connect with your existing systems
Documented APIs, separate customer environments and traceable background processing support integration. A technical assessment clarifies the connections and implementation requirements.
- Documented system connections and access controls
- Database, storage connections and background processing
- Operating guides, health checks and monitoring
Customer service perspective
Less searching, clearer ownership, easier case resolution
Track document status, ownership, comments, access and customer events in one place, without piecing together information from folders and emails.
- documents pending processing and classification
- Comments, case closure, reopening and escalation
- customizable management reports
Logistics leadership perspective
Keep control of E-route operations across countries
Routes, stops, packages and delivery notes can be tracked in a common process. Handovers and feedback from drivers help to investigate discrepancies.
- import and standardise route lists
- route allocation and driver feedback
- delivery note, return and status history
Executive perspective
Less manual work, lower operational risk, easier audits
Track document tasks, decisions and delivery events together. See where work has stalled and decide what happens next.
- Measurable turnaround times and error rates
- A controlled trial and gradual migration
- separately agreed support and service conditions
Implementation
Start with a clearly defined process
1. Understand your process
We review the documents, who is responsible, the daily volume and the existing systems.
2. Agree on the first step
We agree on the features to implement, the integrations needed and the acceptance criteria.
3. Use and expand
We use the experience and measured results to decide which processes to add next.
Documented procedures
Explore the procedures and technical background
Read the official Hungarian documents for details on retention, copying procedures and personal data processing.
Knowledge base for decision support
Guidance for your next decision
The entire knowledge base by topic · Introduction and pricing considerations
Digitization FAQ · Digital archive · Preservation and retrieval · The path of a document - process example
When should you switch, how do you get started, and what matters in day-to-day use?
5 advantages that NOPA provides to companies
Five criteria for evaluating document management: time spent, quality, service level, legal issues and security.
Reading articleHow to start the switch from paper to digital document management?
Organizational and operational preparation for the switch to digital document management.
Reading articleHow to deal with the constant pressure of legal compliance?
The role of document management and regulated procedures in compliance tasks.
Reading articleMore articles
When will a paperless office become a daily operational advantage?
The advantages of paperless operation in daily administration.
Reading articleHow does NOPA help in company administration?
Document management, data security and collaboration in company administration.
Reading articleWhat does the new era of administration mean for a customer service manager?
Management of customer service documents and related communications.
Reading articleWhen will mass email become a controlled channel instead of a business risk?
Deliverability, sender reputation and trackable email delivery.
Reading articleTechnical terms in plain English
A short guide to the abbreviations and technical terms used on our product pages.
- OCR — Optical Character Recognition
- Text recognition converts text in scanned documents or images into searchable, usable data.
- API — Application Programming Interface
- A documented interface through which systems exchange data and request actions.
- Workflow / audit trail
- A workflow defines work steps and responsibilities; an audit trail records who did what and when.
- Tenant / scope
- A tenant is a separate customer environment; a scope limits which data and actions a user or system can access.
- Dispatch / proof
- Dispatch coordinates routes centrally; proof is a recorded item supporting a handover or delivery.
- SLA — Service Level Agreement
- An agreement defining service levels. The specific commitments must be agreed separately.
- ERP / CRM
- ERP means enterprise resource planning; CRM means customer relationship management.
- SPF — Sender Policy Framework
- The domain owner specifies which mail servers are allowed to send email on behalf of the domain.
- DKIM — DomainKeys Identified Mail
- A digital signature helps the receiving server verify the sending domain and detect changes to the message.
- DMARC — Domain-based Message Authentication, Reporting and Conformance
- A policy using SPF or DKIM results and sender-domain alignment to guide how failed authentication is handled and reported.
- AI / metadata
- AI means artificial intelligence. Metadata describes a document, such as its partner, date or type; AI can suggest how to identify it.
Next step
Show us a real process and we'll design the first working step
In a short meeting, we map the path of the document, the points of responsibility and the need for integration. Then we give a concrete proposal that can be introduced gradually.