AI AGENTS
Procurement Intake Agent with Clarification Loop
An agent reads incoming procurement request emails, detects missing fields, and emails the requester targeted clarification questions until the intake is complete enough to route.
How it runs
The automated pipeline, trigger to output.
- TriggerNew procurement request email receivedGmail
- ActionParse email into structured intake fieldsOpenAI
- LogicBranch on whether required fields are complete
- ActionDraft and email clarification questionsGmail
- OutputWrite or update intake record with statusAirtable
What it does
Turns messy procurement request emails into clean, complete intake records. When a request arrives missing critical details (budget, timeline, business justification, preferred vendors), the agent writes a short, specific list of clarification questions and emails the requester, looping until the record is complete.
When to use it
When your procurement inbox fills with vague "we need a tool/service" requests that take days of back-and-forth before anyone can act. Use it to front-load the questions and stop incomplete requests from stalling.
How it works
- 1A new email lands in the procurement Gmail inbox and triggers the agent.
- 2OpenAI parses the email into structured fields and flags which required ones are missing or vague.
- 3A logic step branches: complete records skip ahead; incomplete ones continue.
- 4For incomplete records, OpenAI drafts 2-4 targeted clarification questions and Gmail sends them to the requester.
- 5The agent writes or updates the intake row in Airtable with current status (awaiting-info or ready).
- 6Output: a complete, normalized intake record in Airtable ready for sourcing, plus the requester notified of exactly what was missing.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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