Too much email, too little time
We saw exactly this happen to one of our customers. Every day, they received dozens of emails that had to be checked manually: checking senders, opening attachments, finding invoice numbers, forwarding emails to the appropriate departments. That had to be done smarter.
Let AI do the work
Together with the customer, we built a solution within the Microsoft Power Platform, with Power Automate and AI Builder as a backbone. The idea is simple: let AI read, understand and process emails. Not only based on the sender, but mainly on what's in it.
The AI assesses the content and attachments and then decides what to do with them: tag, forward, or move them to the correct folder. An invoice? It automatically goes to Finance. A customer question? Straight to the right team. And if AI doesn't know it for a while, the mail ends up neatly in the folder can be processed manually.
Everything stays within the Microsoft ecosystem, so the email doesn't leave the organization. Safe, reliable and, above all, smartly arranged.
This is how the process works
Behind the scenes is a Power Automate flow who does the real work. As soon as a new email arrives, the system gets a notification: “there is mail.” From that moment on, everything goes by itself.
- First, the details of the mail — text, subject, attachments — are retrieved and prepared for analysis.
- Then the flow looks at each component: is this relevant? A PDF, an invoice, a piece of text?
- Everything worthwhile is forwarded to AI Builder, which reviews content with smart prompts.
- Based on this, AI Builder determines what kind of email it is: for example, an invoice, a customer question or an internal notification.
- That result is neatly stored, so that Power Automate knows exactly what needs to be done.
- The final step is to update the email in Outlook itself. This is done via the Microsoft Graph API.
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The email automatically gets the correct labels, such as “”Handled by AI or 'Finance' and is placed in the correct folder.
The result: an inbox that updates itself. No more manually dragging folders, no more ambiguity about where something belongs.
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The next step: an inbox that thinks along
And this is just the beginning. The next step is that the AI not only determines where an email should go, but also a answer suggestion does so based on previous conversations or internal sources of knowledge.
Briefly
With AI email tagging, a lot of hassle disappears from the workday. Teams get time back to focus on what really matters. Helping customers, not managing folders.
Wondering how this can also work for your organization? Contact us!
