AI-Assisted Email and Task Follow-up
An assistant that reads requests arriving in shared inboxes, works out what is being asked, whose job it is and when it is due, then prepares a reply draft and a task for your approval.
The problem
Emails sit in the shared inbox with no clear owner
In shared inboxes like info@, orders@ or sales@, the real work is buried inside the message: a quote request, a changed delivery date, a missing document. Everyone can see the inbox but nobody says "that's mine". An important request gets lost in the middle of a long thread, and promised dates never make it into a calendar or task list.
- Ownership in the shared inbox is unclear
- The actual request gets lost in long threads
- Promised dates never reach the tracking system
- Similar replies are written from scratch every time
The solution
Turn every email into a clear task — and keep the send button with your team
The assistant reads emails arriving in the inboxes you choose and writes a short task summary for each: what is being asked, which customer or order, any deadline, which team it belongs to. From that summary it prepares a draft task in your tracking tool and a draft reply to the email. Nothing is sent automatically and no task is created without approval; your team edits the draft and approves it in one click.
Possible benefits
- Incoming requests become tasks instead of getting lost
- Ownership and deadlines are clear from the start
- Routine replies start from a ready draft, not a blank page
- Long threads can be understood at a glance
How it works
- 01Customer
An email arrives in a shared inbox
A quote request, an order change, a note about a missing document.
- 02AI
The assistant extracts the request and details
What is being asked, the customer or order involved, any deadline and how urgent it is.
- 03AI
It drafts a reply and a task
A reply that follows your templates and tone, and a draft task for your tracking tool.
- 04Your team
Your team edits and approves
The decision to send or create a task always sits with a person.
- 05System
The task is created, the reply goes out, follow-up starts
The approved task appears in your tracking tool with its deadline.
Example: an industrial supplies distributor
A customer writes to increase the quantity of one line on an order placed two weeks ago and to bring delivery forward by a week — at the bottom of a long thread of earlier messages. The assistant summarises it as "order change – quantity increase and delivery date", pulls out the order number and requested date, and prepares a task for the sales team plus a reply saying the request has been received and stock and shipping are being checked. The sales rep checks the date and approves the draft.
What it needs
Information required
- Which inboxes are monitored and which are left out
- Request types and the team each belongs to
- Approved reply templates and your company's tone of voice
- Which fields a task should contain
Systems to connect
- A Google Workspace (Gmail) or Microsoft 365 (Outlook) mailbox — connected during setup
- Your task tracker, CRM or ticketing system — connected during setup
- A calendar, if needed, for deadlines
Where a person approves
The assistant does not send emails or create tasks; it only prepares drafts. Every reply and every task goes out with a person's approval. Any sentence that commits to a price, delivery date or contract term is checked separately before approval.
Security and privacy
- Mailbox access is limited to the agreed inboxes with the narrowest permissions needed; Google classes Gmail read access as a "restricted" scope, and that review is planned into the setup
- Instructions found inside emails are never treated as commands; incoming content is handled as untrusted data (to guard against indirect prompt injection)
- Personal data is processed only as far as the task requires; retention follows your company policy
- All drafts and approvals are logged
What it does not do
- It reads attachments only when they contain machine-readable text; scanned documents and images need a separate setup
- It can misread vague or implied requests, which is why sending always stays with a person
- It does not make promises or commit to prices or dates on its own
- You define your team's ownership rules; the assistant does not invent them
Which inbox gives your team the most trouble?
Let's go through the typical emails it receives and decide, around the way you work, what should be extracted and where approvals belong.
Related services
This is an example scenario, not a completed client project. Setup and results depend on your business data and the systems you use.