Your inbox organises itself.
Incoming emails are analysed, categorised and routed automatically according to a GREEN/YELLOW/RED model. Standard cases are prepared or answered, sensitive cases are delivered to your team with a draft, and urgent cases trigger an immediate internal alert.
A client email arrives — this is what AI prepares from it.
Example from a law firm: summarise, prioritise and prepare, without providing automated legal advice.
Subject: Received notice of termination — please review
Received: today, 08:47
AI analysis · generated automatically
To: sekretariat@kanzlei.at · Priority: high
To: m.hofer@example.com
GREEN, YELLOW, RED — simply explained.
Every incoming email is automatically assigned to one of three levels. You define which cases belong in each category.
Suitable for automatic handling
Standard enquiries, simple responses and forwarding. The response is based on your approved knowledge base and can be sent automatically or provided as a ready-to-send draft.
Prepare, then review by a person
AI creates a summary, reply draft and recommended action. Nothing is sent until your team has reviewed it.
Critical — immediate human escalation
Complaints, deadlines and sensitive or legally delicate cases receive no automated reply. Instead, they are escalated immediately with an internal alert to the responsible person.
How it works.
Incoming email
Every email is captured automatically.
AI analysis
Content, intent and urgency are identified.
GREEN / YELLOW / RED
Risk-based routing: standard handling, review or escalation.
Reply / draft / alert
Automated reply, team draft or internal alert.
Logging
Every process is labelled and logged.
What this service solves.
Overloaded inbox
Important emails are lost among standard questions and spam.
The same questions every day
Opening hours, status updates and follow-up questions are answered manually again and again.
Complaints detected too late
Critical emails remain unanswered until an upset customer follows up.
No traceability
Without labels and logging, it is unclear who responded to what and when.
What your business gains.
Your team only handles emails that genuinely require people. Response times can fall significantly, nothing is lost and every process remains traceable.
Automation with sound judgement.
- GREEN is enabled only for non-critical standard cases, and you define exactly which cases qualify.
- No unchecked automated decisions in critical cases — sensitive matters are always escalated to a person.
- No binding pricing, legal or personnel decisions without explicit approval.
- GDPR requirements are considered from the outset. A legal review is required before going live with real customer data, and test and live systems remain separate.
Useful next steps
Once this workflow is in place, these are often the most useful next steps:
Discuss this automation?
In a free initial consultation, we assess how email automation can specifically reduce your team’s workload — with no obligation and on equal terms.