Email Workflow Optimiser

The Email Workflow Optimiser monitors the shared operations mailbox, identifies the container and reference numbers in each thread, and links the conversation to the right job in WaveSCM. It then writes a summary, next steps and an urgency rating onto that job, so the triage load is lifted off the team and nothing waits in a queue.

Key features

• Shared mailbox monitoring: The optimiser works on the shared operations inboxes your team already uses, with no change to how customers contact you.
• Every email classified: Bookings, amendments, queries, documents and complaints are recognised as they arrive and routed to the right workflow.
• References and attachments read: Container numbers, booking references, vessel and voyage details are identified in the email and its attachments, such as booking requests, packing lists and delivery orders.
• Linked to the right job: Each conversation is attached to the matching job in WaveSCM, so the shipment context is held on the job rather than in one person’s mailbox.
• Summary, next steps and urgency: A short summary, the next steps and an urgency rating are written onto the job, and requested dates and cut-offs are raised so deadlines are not missed.
• Checks against the job: Details in the email or its documents are compared with the WaveSCM record, and any discrepancy is flagged for the team to resolve.
• Triggers the next step: Your standard operating procedures can be followed automatically, such as creating a task, updating a booking for review or preparing a draft reply for the team to check and send.
• Your people stay in control: Every action is visible on the job and staff approve what is sent. Higher levels of automation are introduced only where you ask for them.

Benefits

• Triage lifted off the team: Less time spent reading, sorting and forwarding email, and more time on the work itself.
• Faster responses to customers: Emails reach the right person with the context already attached.
• Context held on the job: Anyone in the team can pick up a shipment without searching through inboxes.
• Deadlines raised without chasing: Urgent requests and cut-offs are surfaced before they become problems.
• Fewer keying errors: Details are captured from the email and its documents rather than re-entered by hand.