DOCUMENT OPS
Email-attachment contract intake to Airtable register
Receives executed agreements that arrive as email attachments, extracts the key terms with an LLM.
How it runs
The automated pipeline, trigger to output.
- TriggerNew email received in shared contracts inboxGmail
- LogicKeep only messages with PDF attachments
- ActionExtract terms from attachment with OpenAIOpenAI
- ActionCreate row in Airtable contract registerAirtable
- OutputReply to sender confirming filed fieldsGmail
What it does
Lets counterparties and internal teams simply email signed PDFs to a shared inbox. The workflow detects PDF attachments, extracts the parties, effective date, and renewal terms, files a register row, and sends a confirmation reply listing exactly what was captured.
When to use it
Use it when executed agreements come back by email rather than landing in a file store, and you want a no-friction intake path. Good for teams that close deals over email and want the register populated without anyone uploading files manually.
How it works
- 1A new email in the monitored Gmail inbox triggers the run.
- 2A filter keeps only messages with PDF attachments and ignores everything else.
- 3The attachment text is extracted and sent to OpenAI to pull counterparty, signing entity, effective date, term, and auto-renew status.
- 4A new row is created in the Airtable register with the captured fields and the sender as the source.
- 5A confirmation reply is sent to the original sender summarizing the filed fields so mistakes are caught immediately.
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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