Another event, but not a conversation from scratch
This example shows the module’s role in a hotel process. We define the source scope and available actions for each implementation.
“We’d like a similar setup to last time”
The organiser returns after several months. The new contact was not involved in the previous exchange, and the details of the room and coffee breaks are spread across several messages.
Context ready for the sales representative
The index provides the full thread, dates and documents. The summary module can use these to reconstruct the agreements, while response suggestions can prepare a draft. The historical price remains a historical price, not a current offer.
- Messages linked into threads
- Links to originals
- Dates and authors of agreements
What does this module cover?
We select the inboxes, folders and history relevant to the process. We do not automatically copy all employees’ email. Attachment content requires support for its format; scans may require OCR.
Thread history
Participants and message order make it possible to distinguish a proposal from a later amendment.
Meaning-based search
Employees can find event-related agreements without remembering the exact email subject.
Role-based access
Search results respect the agreed permissions for inboxes and materials.
How do we launch the solution?
Scope selection
We define service accounts, folders, the historical period and exclusions from indexing.
Reading and organising
We retrieve messages and metadata, link threads and identify attachments.
Updating and access testing
We check new messages, deletions and what each role can see.
What goes into the module and what comes out?
We separate source material from the tool’s output. This helps subsequent modules understand which context they can use.
What does AI use?
- Access to specified inboxes
- Retention and permission rules
- Messages and supported attachments
What does the team receive?
- Searchable thread index
- Metadata and source links
- Context for summaries and the email assistant
Permissions and decisions remain with the hotel
Before launch, we agree data access, responsible people and how exceptions will be handled.
The hotel specifies the scope of email and the people authorised to use it. Private folders and correspondence not needed for the process can be excluded. Synchronisation frequency and rules for deleting copies are agreed before launch.
The index does not send emails, approve proposals or make every historical statement a binding procedure. Uncertain or conflicting agreements should be referred back to an employee.
What changes in day-to-day work?
Agreements remain available even when another contact takes over the matter.
Further modules use the history instead of asking the guest to repeat information.
Which sources and tools do we connect the module to?
The scope of access depends on the email provider and administrator permissions. Indexing, thread summaries and sending replies are three separately agreed functions.
Related process elements
Its place in the implementation journey
These links come from the roadmap. Requirements form the basis of each node, while enrichments extend its capabilities. This does not mean that all subsequent modules must be launched at once.
Modules that require this element
Modules this element enriches
Frequently asked questions
Will AI have access to every mailbox?
No. We connect only agreed accounts and folders, with restrictions for individual users.
Does the index include old messages?
It can, if the email system makes them available and the hotel approves the history period. New messages are added according to the synchronisation schedule.