AI Mini Scan
Process a shared inbox without losing oversight
Messages are manually read, classified and copied into a CRM or task list. A scan determines which steps are repetitive, which decisions can be supported and where a person must remain responsible.
- Intended result
- Less manual triage, faster routing and more complete follow-up.
- Human approval
- Required
- Integration
- Likely
01
Situation
Messages are manually read, classified and copied into a CRM or task list. A scan determines which steps are repetitive, which decisions can be supported and where a person must remain responsible.
02
Current problem
People repeatedly inspect messages, identify intent and urgency, copy details and assign follow-up.
03
Desired change
Messages receive a proposed category, destination and follow-up record, with exceptions clearly surfaced.
04
Possible workflow
-
Capture
Read permitted fields
Collect sender, subject, body and attachments within agreed access boundaries.
-
Propose
Classify and route
Suggest intent, urgency, owner and destination based on representative examples.
-
Review
Approve exceptions and actions
Let people verify sensitive cases before a reply or external update is made.
05
Human control
A responsible person approves sensitive replies, commitments, escalations and changes to customer records.
06
Technology and data
- Mailbox access
- Microsoft Graph or another controlled mail interface.
- Destination system
- A CRM, service desk or task API with explicit field ownership.
- Classification
- Rules or a language model tested against real message categories.
07
Boundaries
- Message categories must be stable enough to test.
- Sensitive data and mailbox permissions require explicit access rules.
- Ambiguous or high-risk messages need a human fallback.
- Automation should not send commitments without approval.
- Sensitive actions still require approval
- Classification quality depends on representative messages
- Access to mail and destination systems must be controlled