> ## Documentation Index
> Fetch the complete documentation index at: https://docs.wavecentric.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Inbound

> Automated email classification and intelligent processing system for service messages, quotations, and general inquiries.

**Email Inbound** automatically processes incoming emails, classifies them by type, and routes them to the appropriate workflow. The system uses AI to intelligently categorize messages and extract relevant information for automated handling.

## What It Does

When an email arrives, the system:

1. **Classifies the email** into one of three categories using AI
2. **Extracts relevant information** based on the email type
3. **Creates tasks** or **processes quotes** automatically
4. **Notifies admin teams** of important messages
5. **Stores communication history** in the database

## Workflow Visualization

```mermaid theme={null}
flowchart TD
    A[Incoming Email] --> B[AI Routing]
    B --> C{Email Type?}
    
    C -->|Service Message| D[Extract Message ID]
    C -->|Send Quotation| E[Extract Quote ID]
    C -->|Quote Request| F[Detect Intent & Language]
    
    D --> D1[Clean Message Body]
    D1 --> D2[Identify Company]
    D2 --> D3[Create Task<br/>3-day deadline]
    D3 --> D4[Store in Communication DB]
    D4 --> D5[Notify Admin & Sales Teams]
    
    E --> E1[Extract Service Details]
    E1 --> E2[Draft Quotation]
    E2 --> E3[Send to Customer]
    E3 --> E4[Update Status:<br/>QUOTATION_SENT]
    
    F --> F1[Extract Customer Details]
    F1 --> F2[Create Quote:<br/>PENDING_GUEST_QUOTE]
    F2 --> F3[Generate Multilingual Reply]
    F3 --> F4[Send Request for Details]
    F4 --> F5[Create Follow-up Task]
    F5 --> F6[Add to CRM if New]
    
    D5 --> G[Complete]
    E4 --> G
    F6 --> G
```

## Email Categories

### Service Message

Emails containing "Service Message" with a message ID format `[numbers-alphanumeric]`

**Processing:**

* Extracts message ID and cleans email body
* Identifies company from sender's email domain
* Creates task with 3-day deadline
* Stores in communication database
* Sends notification to Admin and Sales teams

### Send Quotation

Emails starting with "Follow up -" containing a quote ID format `QUOTE-numbers-numbers`

**Processing:**

* Extracts quote ID and service details (tipo\_di\_servizio, tipo\_di\_merce)
* Triggers quote drafting workflow
* Sends quotation to customer
* Updates quote status to `QUOTATION_SENT`
* Stores submission data in quotes database

### Quote Request (Other)

General inquiries that may be service quote requests

**Processing:**

* AI detects if email is requesting a quotation
* Extracts customer details (name, email, phone, language)
* Creates new quote with status `PENDING_GUEST_QUOTE`
* Sends automated reply in customer's language asking for:
  * **Type of service**: Door-to-Terminal, Door-to-Door, Terminal-to-Door, Terminal-to-Terminal
  * **Type of goods**: Intermodal/Non-intermodal units, Bulk, Hazardous goods, NHM/IMO codes
* Creates task for follow-up
* Adds customer to CRM if new

<img src="https://mintcdn.com/wavecentric/Ag8GThaBPxmDqdYv/images/flows/email_inbound.png?fit=max&auto=format&n=Ag8GThaBPxmDqdYv&q=85&s=95a4911a3093ed70c6c9b49896e10dcf" alt="Email Inbound Processing Flow" width="1507" height="539" data-path="images/flows/email_inbound.png" />

## AI-Powered Features

### Smart Classification

* Uses AI models to analyze email subject and determine category
* Handles variations like "Re:", "Fwd:", and parentheses in subjects

### Message Cleaning

* Removes email signatures and disclaimers
* Extracts only the main message content for processing

### Company Name Normalization

* Matches sender's domain against existing business database
* Ignores common legal suffixes (Inc, LLC, Ltd, GmbH, etc.)
* Returns official company name or creates new entry

### Automatic Tag Generation

* Creates descriptive 3-word tags for each email
* Format: lowercase, hyphen-separated

### Multilingual Responses

* Detects email language automatically
* Generates reply in customer's native language
* Supports any language, not limited to English/Italian

## Technical Details

* **Trigger**: Unauthenticated webhook (email forwarding endpoint)
* **Databases**: `datalake_main`, `ai-loop`
* **Collections**:
  * `db_ai-loop_V3_Tasks` - Email tasks with deadlines
  * `db_ai-loop_quotes` - Quote requests and status
  * `db_ai-loop_V3_business` - Company information
  * `db_ai-loop_message_communication` - Email history
  * `db_ai-loop_System_Notifications` - Admin alerts
  * `users` - Customer profiles
* **Notification Teams**: Admin, Sales (configurable)