Email Archiving with Doxis

Q: What is email archiving and why is it important?

Email archiving is the process of storing business-relevant emails and attachments in a secure, searchable, and tamper-proof repository. It helps organizations preserve critical business communications, meet compliance requirements, reduce legal risks, and make important information available beyond individual inboxes.

Q: How does Doxis email archiving differ from standard email storage?

Unlike standard mailbox storage, Doxis automatically links archived emails to customer files, supplier files, contracts, and business processes. This allows users to access emails in the right business context, use them in workflows, and find information quickly through enterprise search and AI-powered assistance.

Q: Can Doxis integrate with Microsoft Outlook, CRM, and ERP systems?

Yes. Doxis integrates with Microsoft Outlook and other email clients, as well as CRM, ERP, and business applications. This enables seamless email archiving, contextual filing, and access to archived communications directly within existing business systems.

Q: Is Doxis compliant with email archiving regulations?

Doxis supports compliant and audit-proof email archiving by applying retention policies, maintaining audit trails, enforcing role-based access controls, and protecting records from unauthorized changes. Organizations can use Doxis to support requirements related to regulations such as GoBD, HGB, AO, and GDPR.

Q: How are emails automatically assigned to the correct business context?

Doxis uses email content, metadata, and configurable business rules to automatically classify and assign emails to the appropriate customer file, supplier file, contract file, project, or business process. This reduces manual filing efforts and improves information retrieval.

Q: Can archived emails trigger workflows and business processes?

Yes. Archived emails can initiate workflows such as approvals, service requests, reviews, or follow-up tasks. By connecting email archiving with process automation, Doxis helps organizations turn incoming communications into actionable business processes.

Archive emails in a compliant, audit-proof, and searchable way
Use email content in customer, supplier, and contract files
Connect email archiving with CRM, ERP, and email systems
Find information faster with enterprise search and AI

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Email Archiving That Does More Than Store Messages

Business emails contain quotes, orders, contracts, complaints, and critical communications that often exist only in individual inboxes.

Email archiving means storing business-relevant emails and attachments in a traceable, searchable, and tamper-proof way. With Doxis, this information is no longer isolated in mailboxes. Instead, it is automatically linked to customer files, supplier files, contract files, or business cases.

As an Enterprise Content Management (ECM) platform, Doxis combines email archiving with digital files, workflows, enterprise search, and business applications. This allows teams to access relevant information directly within their business processes and continue using archived emails across customer service, sales, procurement, finance, and compliance.

Reduce Compliance Risks

Doxis archives business-critical emails in a legally compliant, audit-proof manner, ensuring full traceability and protection against unauthorized changes.

Find Emails in the Right Context

Emails and attachments are automatically linked to customers, suppliers, contracts, or business processes, making them easy to find when and where they are needed.

Use Information in Business Processes

Archived emails remain connected to workflows, tasks, and business applications instead of being trapped in individual inboxes.

SEW-Eurodrive hits top speed with Doxis

Forrester confirms it: 90% time savings with process automation

In a three-year Total Economic Impact™ study, Forrester analyzed how SEW-Eurodrive uses Doxis to streamline and automate its processes. Beyond achieving 90% faster document processing, here’s what else the company unlocked:

Read full study

Time savings

90%

return on investment

336%

payback

<6 months

How Email Archiving Work with Doxis

Doxis archives business emails in four automated steps. Emails and attachments are automatically linked to the right business context, stored in compliance with retention requirements, and made available across files, workflows, business applications, and Ask Doxis.

An invoice displayed on a smartphone next to code snippets.

1. Capture

Doxis captures business-relevant emails and attachments from mailboxes, email clients, or automated archiving rules.

2. Assign

Metadata and content are used to assign the email to the appropriate customer file, supplier file, contract file, or business process.

3. Archive

Doxis stores the email in a traceable, secure manner and in accordance with defined retention policies.

4. Use

Teams can access archived emails through digital files, enterprise search, business applications, or Ask Doxis and continue working within the relevant process.

Turn Emails into Actionable Business Content

Doxi, the Intelligent Content Assistant, works directly within Outlook to understand the context of incoming emails and their attachments. Instead of treating emails as isolated messages, Doxi connects them to the relevant customer, supplier, contract, case, or business process and suggests the next best actions.

Relevant emails and documents are automatically archived in Doxis in the correct business context, making information instantly searchable, securely stored, and available for ongoing workflows. This helps employees spend less time searching for information and more time moving work forward.

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Optimize Email Archiving with These Doxis Capabilities

Doxis combines compliant email archiving with automated classification, contextual filing, workflows, and integrations, helping teams manage business emails efficiently across systems and processes.

Apply Retention Policies

Doxis archives business-relevant emails according to defined retention periods and compliance requirements.

Automatic Metadata Capture

Sender, recipient, subject line, date, and attachments are captured automatically for search and archiving.

Context-Based Filling

Doxis assigns emails to customer files, supplier files, contract files, or business cases.

Transparent Processing

Teams can view processing status, document history, and related activities directly from the email record.

Workflows and Follow-Up Processes

Doxis can trigger tasks and workflows from incoming emails, such as approvals, reviews, or service requests.

Integrations and Add-ins

Doxis connects email clients with CRM, ERP, and other business applications for seamless access to information.

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Archive Emails in a Compliant and Audit-Proof Manner

Doxis supports the compliant, audit-proof archiving of business-relevant emails and attachments based on defined retention policies. Organizations can implement requirements related to GoBD, HGB, AO, and GDPR while protecting emails from unauthorized modification.

Legal requirements for email archiving vary depending on the country, industry, and content of the email. For this reason, organizations should not only store business emails but also manage them according to document type, retention period, access controls, and deletion policies.

For regulated environments, Doxis supports compliance with audit trails, role-based access control, deletion concepts, and certified archiving capabilities. These include certifications such as IDW PS 880 as well as relevant ISO and SOC standards.

Capabilities for Audit-Proof Email Archiving

Apply retention periods based on configurable rules
Log access and changes with full traceability
Protect and delete personal data in a controlled manner
Provide relevant emails faster during audits and compliance reviews

Integration in your IT landscape

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Gartner® Magic Quadrant™ for Document Management 2026

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Use cases tailored to your industry

Doxis is the perfect fit for your business if:

You have 100+ users and an international presence
You need to process large volumes of documents
You need to tackle complex business processes

FAQs about e-mail archiving

What is email archiving and why is it important?