Creating records from inbound email
Introduction
Unifize’s Collaborative Intelligence has introduced an advanced AI-powered automation that easily converts unstructured email content into structured, actionable records. This capability helps quality and operations teams respond faster to issues like complaints or non-conformances by eliminating manual data entry and enabling contextual collaboration from the start.
Key capabilities
Automated record creation: Instantly generate a new record (e.g., Complaint, NCMR) from any inbound email sent to a connected Stream.
AI-Based field mapping: Extract relevant information from the email body and map it to checklist fields using natural language understanding.
Integrated workflow triggering: Start downstream processes like dispositions, investigations, or approvals with minimal manual input.
Seamless context continuity: Preserve full context across steps—ensuring traceability and audit readiness from email to resolution.
Core functionalities
Checklist pre-fill: Email content is intelligently parsed to auto-populate checklist fields such as:
Issue summary
Reporter details
Product or batch information
Dispositions & investigations: Immediately initiate investigation workflows (e.g., root cause analysis) by selecting AI-suggested options.
Root cause guidance: For issues like NCMRs, Unifize AI guides users through methodologies such as 5-Why, providing contextual prompts and summaries.
Corrective action suggestions: Based on selected root causes, AI proposes actionable corrective steps and allows assigning owners and due dates.
Change impact analysis: If a change request is needed, AI assesses risks and dependencies, supporting complete impact analysis and compliance.
Training content updates: Once a document is revised, AI helps generate updated training material to reinforce compliance.
How to Use
Set Up email integration: Connect your team’s shared inbox or redirect relevant emails to a configured Unifize Stream.
Forward or receive email: A user or customer sends an email to the configured address.
AI activates: Unifize AI interprets the message, creates a new record, and fills relevant checklist fields automatically.
Review & confirm: Users verify the AI-generated data and take action—assigning roles, initiating analysis, or triggering workflows.
Continue the workflow: Leverage AI assistance for RCA, corrective actions, and change control, all within the same workspace.
Best practices
Configure email-to-stream routing for relevant workflows (e.g., complaints, support, CAPA).
Use well-defined checklist templates with clearly labeled fields for improved AI mapping.
Encourage forwarding complete email threads for maximum context.
Validate AI-filled content before proceeding to ensure accuracy and completeness.
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