# 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.

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