Inbox & Correspondence
Korrespondenz (/posteingang) is the unified inbox for all incoming business correspondence. Email, scanned mail, portal messages, and other channels appear in one workbench where AI automatically sorts, extracts data, and indexes each item.
Layout
The inbox uses a three-pane layout:
- Filter panel — saved views and filters by status, channel, assignee, or date
- Message list — items matching the current view with sort and search
- Detail panel — full message, attachments, AI extraction results, and actions
AI processing pipeline
Every incoming item passes through an AI pipeline before it reaches your inbox:
Sorting
AI classifies the item by type (invoice, contract, notice, general correspondence) and assigns an initial priority.
Extracting
Key data is extracted automatically — sender, recipient, dates, amounts, reference numbers, and document-specific fields.
Indexing
The item is indexed for full-text search and linked to suggested entities based on sender, recipient, and content analysis.
AI suggestions are recommendations — always verify entity assignments and document classifications before confirming.
Email thread viewer
When items belong to the same email thread, they are grouped in the detail panel. The thread viewer shows the full conversation history with inline attachments.
Compose actions
From any thread, use the composer toolbar to:
- Reply — respond to the sender with context from the thread
- Reply all — include all original recipients
- Forward — send the thread to a new recipient
The composer supports rich text, attachments, and AI-assisted drafting.
Document classification and entity assignment
When reviewing an item, the detail panel shows AI suggestions:
- Document type — invoice, purchase order, contract, delivery note, and others
- Entity assignment — suggested links to existing entities (contacts, organizations, business partners)
Review the AI-suggested type and entities. If correct, click Confirm to file the item and update the entity record.
If the AI suggestion is wrong, use the dropdowns to select the correct document type or search for the right entity. Your corrections improve future suggestions.
Correspondence roles
Business correspondence often involves specific roles. Optimaite supports standard role pairs:
| Role | Description |
|---|---|
| Lessee / Lessor | Tenant and landlord relationships in real estate |
| Customer / Vendor | Buyer and supplier in commercial transactions |
| Business partner | General counterparties without a buyer/seller distinction |
When you assign an entity to a correspondence item, you also assign its role in that context. Roles drive default templates, field mapping, and reconciliation rules.
Supported channels
Incoming items may arrive via:
- Email (connected mailboxes)
- Physical post (scan and upload workflows)
- Portal messages and API submissions
- EDI and automated file transfers
Channel configuration is managed under Verwaltung → Integrationen.
Next Steps
- Entities & Records — Manage the contacts and organizations linked to correspondence
- Documents & Structured Storage — File processed items into structured folders