DOCUMENT OPS
Route emailed fax PDFs to department folders by document type
Triggers on inbound Outlook email carrying scanned PDF attachments, classifies each document, and files it into the Dropbox folder for the responsible department.
How it runs
The automated pipeline, trigger to output.
- TriggerNew Outlook email with PDF attachmentOutlook
- ActionExtract attachment and read document text
- ActionClassify document and map to departmentOpenAI
- LogicSelect destination folder for that department
- OutputUpload PDF to the department's Dropbox folderDropbox
What it does
Many e-fax services deliver scans as email attachments rather than dropping files into storage. This workflow catches those inbound emails, pulls every PDF attachment, classifies what each document is, and routes it to the right department's Dropbox folder, so invoices reach accounting and contracts reach legal without a human triaging the inbox.
When to use it
Use it when faxes or scanned forms arrive in a shared Outlook mailbox and someone forwards them by hand. Ideal for a central intake address like documents@ that feeds several teams.
How it works
- 1A new email in the monitored Outlook mailbox with a PDF attachment triggers the run.
- 2Each PDF attachment is extracted and its text is read.
- 3An LLM classifies the document and maps it to an owning department.
- 4A logic step selects the destination Dropbox folder for that department.
- 5The PDF is uploaded into the chosen department folder, tagged with type and the original sender.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect DropboxFiles and folders.
- 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 this workflow in your colony.
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