IT OPS
Shared Mailbox Instant Acknowledgment Fallback
On every new message arriving in a shared Outlook mailbox, checks whether a human or native auto-reply already acknowledged the sender; if not, sends a branded fallback…
How it runs
The automated pipeline, trigger to output.
- TriggerNew message in shared mailboxOutlook
- LogicWait grace period for a human reply
- ActionRe-read thread for any existing replyOutlook
- LogicStop if already acknowledged
- OutputSend fallback acknowledgment to senderOutlook
What it does
It watches a shared Outlook mailbox for new inbound messages in real time. For each one it waits a short grace period, then checks whether the thread received any reply (human or built-in auto-reply). If the sender still has silence, it sends a single branded acknowledgment from the shared mailbox confirming receipt and expected response time.
When to use it
Use it as a safety net when your native Outlook auto-reply is unreliable or disabled, or when you want acknowledgment only for threads a human did not already touch within minutes. It guarantees every sender gets exactly one acknowledgment, never zero and never a duplicate.
How it works
- 1A new inbound message in the shared mailbox triggers the flow.
- 2Wait a configurable grace period (default 10 minutes) to give a human time to reply first.
- 3Re-read the thread via the Outlook API to see if any reply was sent.
- 4If a reply already exists, stop and do nothing.
- 5If still unanswered, send a templated acknowledgment from the shared mailbox to the original sender.
- 6Log the acknowledgment so the same thread is never double-acked.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 3Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 4Test, 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.
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