Overview
A property managing agent in Leeds, with a team of around 50 employees across various departments—including customer service, accounts, compliance, surveying, and insurance—faced a major challenge in efficiently managing their email correspondence. The company had a strict policy of saving all emails to relevant locations for transparency and easy retrieval, but the manual process of filing emails was inefficient, error-prone, and time-consuming.
To modernize their workflow, they sought a seamless, automated solution that would leverage their recent migration to Microsoft OneDrive while integrating smoothly with Microsoft Outlook.
The Challenge
The company’s manual email filing process was inefficient, prone to errors, and unable to keep up with the high volume of daily correspondence, creating risks for compliance and operational efficiency.
Manual Process
Employees had to manually save emails from Outlook, increasing workload.
Complex Directory
Identifying the correct folder in a vast directory structure was time-consuming.
Human Error
Emails were often misfiled or accidentally not saved, leading to confusion.
High Volume
Large amounts of daily correspondence made manual filing inefficient.
Risk & Compliance
Lost or misfiled emails created potential compliance and legal issues.
Need for Automation
A seamless, reliable, and efficient email filing solution was essential.
Project Goals & Requirements
To streamline email management and improve efficiency, the company needed a solution that automated filing, enhanced accessibility, and leveraged cloud technology.
The Solution: Outlook Integration with Microsoft Graph API
To create a seamless, automated email filing system, we developed a custom Outlook integration using Microsoft Graph API, ensuring efficiency, accuracy, and ease of use.
Custom Outlook Integration
Developed a tailored Outlook integration using Microsoft Graph API for seamless email management.
Automated Email Scanning
Scans sent emails daily, detecting key patterns in the subject line for accurate classification.
OneDrive Mapping
Matches emails to predefined OneDrive locations based on specific rules for organized storage.
Archiving Process
Moves successfully processed emails to an “Archived Items” folder for better inbox management.
Seamless Authentication
Handles authentication efficiently, requiring user login only if their token expires.
Error-Checking System
Provides a review mechanism for staff to identify and correct any misfiled emails.
Implementation & Rollout
Results & Impact
The implementation of the new system revolutionized email management, reducing manual effort, improving accuracy, and ensuring long-term scalability.
Time-Saving Automation
Eliminated manual email filing, freeing up valuable staff time for higher-priority tasks.
Error Reduction
Minimized filing errors by ensuring emails are stored in the correct location with minimal effort.
Improved Searchability & Compliance
Organized emails in a structured, predictable format, enhancing retrieval and regulatory compliance.
Simplified Onboarding
New staff no longer need to learn complex directory paths, streamlining training and adoption.
Future Scalability
Easily adaptable system allows for new rules and integrations as the company grows.
With the new system in place, staff simply respond to emails as usual, ensuring that the subject line follows the correct format. The automation takes care of the rest, filing the emails seamlessly without additional effort.
Why This Matters to You
Efficient email management is critical for productivity, compliance, and collaboration. By automating filing, reducing errors, and ensuring scalability, businesses can save time, improve accuracy, and adapt to growth seamlessly.
This project wasn’t just about automation—it was about creating a smarter, scalable system for growth. If your business is struggling with outdated processes, let’s explore how we can transform them.
