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

1. Set Up email integration: Connect your team’s shared inbox or redirect relevant emails to a configured Unifize Stream.

2. Forward or receive email: A user or customer sends an email to the configured address.

3. AI activates: Unifize AI interprets the message, creates a new record, and fills relevant checklist fields automatically.

4. Review & confirm: Users verify the AI-generated data and take action—assigning roles, initiating analysis, or triggering workflows.

5. 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.