Reading, classifying and sending e-mails in the background
Every minute the system reads the e-mails and attachments of the watched mailboxes, makes proposals from them, runs the e-mail tasks and sends queued e-mails.
Processing incoming e-mails and sending outgoing ones happens continuously in the background. E-mails and attachments of the watched Gmail labels go into the document centre, the system recognises commands, classifies the rest with artificial intelligence and makes proposals. Bulk e-mails are sent on a schedule.
What happens to an incoming e-mail?
- Every minute the system reads new e-mails of the active mail sources, oldest first. The e-mail and its attachments (ZIP files unpacked) go into the document centre, to the place set by the company's e-mail storage rule.
- Every minute it checks whether the subject carries the system's task prefix or the body contains the system's command block. If so, a proposal awaiting approval is created.
- Every two minutes an artificial intelligence classifies the other e-mails from subject, sender, body and the history of the thread. A high-confidence proposal is processed automatically, the others wait for approval.
- E-mail tasks (for example reading supplier invoices from a folder) run at their own frequency. After three consecutive failures the task is switched off and the company's authorised users are notified.
- You see the result in System → Cron scheduler, in the document centre and in the Notifications panel of the bell icon.
Outgoing e-mails
Bulk e-mails are sent in batches on a schedule through the shared mailer, respecting the block list and the size cap. A safety net starts every five minutes the e-mails that are due but were not queued or got stuck. A withdrawn e-mail is not sent.
Bank packages from the mailbox
If configured, the system looks for OTP KELFO ZIP packages sent by the bank in the mailbox every day at 05:40, stores them and labels the processed e-mail. Further processing of the package runs the same way as for a manual upload.
Example
A supplier of Sample Ltd. sends a PDF invoice to the watched address. Within a minute the e-mail and the PDF are in the document centre; two minutes later the classification creates a proposal awaiting approval, which the accountant reviews.