OTHER
Email Maintenance Intake with Auto Vendor Dispatch
Watches a maintenance inbox, reads the photo attached to each incoming request, classifies severity, and emails the assigned vendor a dispatch with the issue details and image.
How it runs
The automated pipeline, trigger to output.
- TriggerNew email in maintenance inboxGmail
- ActionExtract and analyze photo attachmentOpenAI
- LogicSelect vendor by trade and set priority
- ActionEmail dispatch to assigned vendor with photoGmail
- OutputSend confirmation reply to requesterGmail
What it does
Monitors a shared facilities inbox, pulls the photo out of each new request email, grades the severity, and immediately emails the correct vendor a clean dispatch note with the issue summary and original photo.
When to use it
Use this when maintenance requests arrive by email and a coordinator manually forwards each one to a plumber, electrician, or handyman. It closes the gap between an inbox message and a vendor knowing they have a job.
How it works
- 1A new email in the maintenance inbox triggers the flow.
- 2The photo attachment is extracted and analyzed to identify the fault and how severe it is.
- 3A logic branch picks the vendor whose trade matches the detected problem and sets a priority flag.
- 4A dispatch email is sent to that vendor with the location, severity, AI summary, and the original photo attached.
- 5A confirmation reply goes back to the requester noting the assigned trade and expected response window.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, 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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