Rule Scope
Limited rule capabilities
Outlook rules quickly reach functional limits in complex mail workflows and cannot be extended without hmwc .
Outlook rules are not enough.
The holistic mail workflow center hmwc automates and centralizes mail workflows in Microsoft 365 - operated in your network, audit-safe and flexibly extensible.
Runs in your network Audit-safe Extensible
Where Outlook rules reach their limits
Governance
No central administration
Rules are maintained across individual mailboxes or shared mailboxes and cannot be centrally controlled without hmwc .
Compliance
Missing audit safety
Manual actions, deleted emails or moved attachments are not traceably documented without hmwc .
Only with Outlook running
Client-side execution
Outlook rules are only executed while the Outlook client is running. If no client is open, these processing steps do not run without hmwc .
Central mail workflows instead of isolated solutions
Central Control
Manage centrally
Server-based central administration of all mailbox rules instead of distributed solutions across individual mailboxes.
Traceability
Work in an audit-safe way
Execute mail processes in a traceable and controlled way instead of relying on local user actions.
Transparency
Transparency instead of black box
Control and document workflows such as forwarding, filing and logging transparently.
Control mail workflows with conditions and actions
Workflows evaluate incoming emails based on defined conditions and automatically execute the matching actions.
1. Meet conditions
- Sender = Supplier
- Subject contains 'Invoice'
- Attachment is PDF
Rule Trigger
2. Execute actions
- Store attachment centrally
- Mark email as completed
Optional actions
- Send reply notification
- Create ticket in follow-up system
Additional actions
Forward to teamAutomatic replyStore in SharePointLog processingAssign ownership
Any number of additional rules and steps can be added.
Standard features for real mail processes
Rule Management
Manage rules centrally
Define and manage rule sets centrally instead of distributing them across individual Outlook mailboxes.
Permissions
Roles & permissions
Control access and functions cleanly through roles and permissions.
Conditions
Distribution and processing
Distribute and process emails automatically based on senders, content or attachments.
Storage
Attachment filing
Automatically detect attachments and store them in defined target structures.
Logging
Protocol & logging
Log all actions in a traceable and audit-safe way.
Shared Mailboxes
Shared mailbox control
Control shared mailboxes centrally and operate them consistently across teams.
Typical use cases
Use Case
Automated central attachment storage
Initial situation
Attachments should be automatically routed for further processing after validation.
With hmwc
Valid and "invalid" attachments are identified and filed according to the rule set.
Result
A reliable, audit-safe workflow is in place.
Use Case
Structured handling of incoming mail
Initial situation
Incoming emails in central mailboxes must be reviewed and processed manually.
With hmwc
Emails are automatically detected and handed over directly to the appropriate processes.
Result
Less manual routine, clearer workflows and better controllability.
Use Case
Map multi-step conditions
Initial situation
Simple Outlook rules are not sufficient for more complex decision logic.
With hmwc
Multi-step rule chains are centrally modeled, executed automatically and logged in an audit-safe way.
Result
More complex processes can be mapped centrally and in an audit-safe way.
Reliable in the standard scope. Flexible for special requirements.
hmwc provides a stable standard core and can be extended through plugins to match customer-specific mail workflows.
- individual conditions
- customer-specific actions
- integration into customer-specific processes
Are you hitting limits with Outlook rules?
We show you how hmwc maps mail workflows in a centralized, audit-safe and adaptable way.
