Use Case
Intelligent Email Routing
End the email chaos.
info@, contact@, support@ – central mailboxes are well-intentioned but often a black hole. Hundreds of emails per day, manually sorted and forwarded. There's a better way.
The Problem
- Every email must be read and categorized
- Manual forwarding to departments
- Wrong assignments, forgotten emails
- No traceability
- Vacation coverage is a nightmare
The Solution
An AI system analyzes incoming emails and routes automatically:
01
Analysis
Subject, content, attachments are evaluated. The system recognizes the concern.
02
Categorization
Automatic assignment to departments based on message content.
03
Routing
The email automatically goes to the right place – with the original email and all attachments.
04
Confirmation
The sender immediately receives a confirmation with a reference number.
05
Auto-Replies
For frequent questions (opening hours, forms) the system can respond directly.
Example Routing:
Building inquiries → Building Department
Waste disposal → Sanitation
Complaints → Quality Management
Press inquiries → Communications
Technology
- n8n for automation
- Local language models (Mistral, Llama) for text analysis
- Integration with Exchange, IMAP, Nextcloud Mail
- Connection to ticket systems possible
Results
0 lost emails – every message is captured and assigned
Minutes instead of days response time with instant routing
100% traceability of all processes with full logging
↓90% reduction in manual mailroom effort
Ready for Intelligent Email Routing?
Let's discuss how we can automate your email processing.