New Add document to be indexed later

There are numerous ways to add documents to your Next® Enterprise Archive.

  • Integrated capture of documents from your ERP system
  • Automatic monitoring of email accounts
  • Capture documents scanned on a multi-function printer (MFP)
  • Import all documents from a windows folder
  • Add-ins from Word, Excel, PowerPoint and Outlook
  • Mobile capture
  • Drag and drop documents from your desktop

… to name just a few.

With this new feature, we make it much easier to add those documents where you do not have an automatic capture in place.

If you click Add document, Next® will suggest the classification and indexing from the context you are in. Next® will prefill with its best guess and ask you to fill in any missing values. Sometimes, even this is too cumbersome, and that’s why we now introduce Add document to be indexed (later).      

When you click Add document to be indexed, (or drop your file in the To be indexed drop zone) Next® will accept your documents without asking any questions at all.

What happens now, depends on what Next® features you have in place. From a completely manual indexing to 100% automatic mailroom processing, and several options in between.  

Manual classification and indexing

In the simplest possible case, Next® will queue your new documents, and ask you to manually classify and index them whenever it suits you.

Next® sends you a notification.

You have 12 documents waiting for you to index

This notification comes with a Smart-link, taking you directly into the Power indexing task list. 

<<Power indexing>

Being able to do “key from image”, where you see the document to your left, and provide index values to the right is highly efficient for the power user.

However simple this may sound; the approach makes great sense in many scenarios.

Capture you documents immediately, index them whenever you have the time. Period.

No more excuses for having work papers laying around on your desk or your PC.

Mailroom light (also known as Scan to Next®)

If you have in place, you can define archiving rules based on document attributes : Name, Description, Creation date etc. And for emails, also From and To.

This allows Next® to index many of your documents automatically. The rest, you still manage manually. With polite guidance from Next®.

Next® Mailroom Full edition

With Next® Mailroom place, the documents you add to be indexed, are in for the full treatment. Next® Mailroom, uses rules based AI to classify your documents automatically, and to extract data from inside your documents and their attachments, to provide you with maximum automation.

Add document to be indexed also feed documents into the full Next® Mailroom process

Even with Next® Mailroom, you will find documents that Next® cannot classify or index automatically. In Next® Mailroom, also this part is optimized. Next® knows exactly who to ask for what.  

Future enhancements

Right now you have to go to Tasks in order to index the documents that need manual indexing. While this may seem intuitive when you have the full Next® Mailroom in place, it seems awkward when you only work with documents in the enterprise archive.

In a soon to some release, we will add a Documents to index as Favorite, for the many you just do documents. 

We are continuously improving our context awareness and the ability to provide even better suggestions.

Commercial terms and conditions

This new feature is available at no additional cost, to users with an active service plan.

The additional solutions and extensions such as Next® Mailroom and Scan to Next® come with additional license fees.

Any consultancy assistance will be invoiced.


Despite our best efforts, we may be forced to change both content and expected delivery of future product updates without notice.  



New Add document to be indexed 


New features



Release time:

February 2021

Affected products:

Next® Contracts
Next® Emails
Next® Enterprise Archive
Next® Invoices
Next® Mailroom


Next® users



Responsible product manager:

Kim Hellum




Kim Hellum