Building inquiries
→ Building department
Use case · Shared inboxes
Route shared inboxes intelligently: an end to email chaos.
info@, contact@, citizenservices@ – shared inboxes are well intended, but often a black hole. Hundreds of emails a day, sorted and forwarded by hand. There's a better way.
The problem
Every email passes through many hands.
- Every email has to be read and categorized
- Manual forwarding to the right departments
- Misrouted and forgotten emails
- No traceability
- Vacation cover is a nightmare
The solution
An AI system analyzes incoming emails and routes them automatically.
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Analysis
Subject, content and attachments are evaluated. The system recognizes what the request is about.
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Categorization
Automatic assignment to departments based on the content.
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Forwarding
The email automatically goes to the right place – with the original and all attachments.
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Confirmation of receipt
Senders immediately receive a confirmation with a reference number.
Example routing
Here's what it could look like for you.
Waste collection
→ Sanitation services
Complaints
→ Quality management
Press inquiries
→ Communications
Standard replies
The system answers common questions itself.
For recurring requests such as opening hours or forms, the system can reply directly – optionally only after your team has approved the reply.
Technology
Fits into your existing environment.
- n8n for automation
- Local language models (Mistral, Llama) for text analysis
- Integration with Exchange, IMAP, Nextcloud Mail
- Connection to ticketing systems possible
Results
What you can expect
- 0
- lost emails – every message is captured and assigned
- Minutes
- instead of days of response time thanks to instant forwarding
- 100%
- traceability of all cases through logging
- ↓ 90%
- less manual work in the mailroom
Based on experience and target values – the actual impact depends on your processes.
How we work
Start small. See results fast.
No months-long concept phase. After every step you know what you're getting – and what it costs.
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Intro call
You tell us what's bugging you. We tell you honestly whether automation is worth it.
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Workflow Check
We analyze your processes and deliver a prioritized list with effort and benefit.
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Pilot
Your first workflow goes live – measurable, documented and aligned with your team.
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Operations
We host, monitor and keep improving. Or we hand everything over – it's your call.
Next step
How full is your shared inbox today?
Let's talk about how we can automate your email processing.