Input
Messy inbound email
"Hi, we still need the updated COI, the signed management agreement, and the current W-9 before Friday. Also, can someone confirm whether the repair invoice should go to accounting or the property manager?"
Synthetic Proof
Turn one shared inbox into a reviewed work queue.
This sample shows the inbox/document triage lane: classify inbound messages, pull out the actual request, identify missing details, and prepare a draft response that a person reviews before sending.
Output
Triage packet
Bucket
Direct business request. Needs human review before reply.
Missing documents
Updated COI, signed management agreement, current W-9.
Routing
Accounting decision needed for repair invoice routing.
Draft response
Polite reply asking for the three files and confirming the invoice-routing owner.
What Gets Controlled
Every inbound item gets a bucket, owner, and review boundary.
Classify
Separate client/prospect requests from system messages, promotions, personal items, and low-value noise.
Extract
Pull sender, request type, documents, deadlines, routing needs, and missing fields into one packet.
Draft for review
Prepare reply text, but keep approval with the person responsible for client communication.
Pilot Shape
Start with one inbox, one routing rule set, and one review queue.
The first version should prove that real requests stop getting buried, noisy messages stop wasting time, and every draft response has a clear human checkpoint.