Help Centre › Building Processes
This article describes the RPA Outlook functionality to smart forward using AI.
For a full list of available functions, please read OUTLOOK functions.
Description
The OUTLOOK Smart forward function uses AI to analyse the currently selected e-mail and forward it to the right person based on a routing map. Define rules like "invoices go to ap@company.com" and the AI determines the best match.
Setting it up
To use the OUTLOOK Smart forward function, follow these instructions:
{{popups:rpas/add:action=outlook-smart-forward}}
Once on a process map:
- Navigate to the process where you would like to add the OUTLOOK Smart forward function
- Click on the green button's drop-down (right side of the green button labelled "Process")
- On the menu that appears, click on the "+ Activity" item
- From here you can select the OUTLOOK Smart forward option
- Click "Add" once you are done
Input parameters
| Parameter | Required | Type | Default | Description |
|---|---|---|---|---|
| Routing rules | Yes | Table | - | Map of category/role to e-mail address, e.g. invoices = ap@company.com |
| Routing instructions | No | Textarea | - | Additional routing context for the AI |
| Send immediately | No | Switch | Off | Send immediately (off = save as draft) |
| Variable | No | Text | - | Variable to store routing result: category, recipient, reason |
Output variables
| Variable | Type | Description |
|---|---|---|
| Variable | Dictionary | Routing result containing: category, recipient, reason |
Errors
| Error | Description |
|---|---|
| Outlook not open | Outlook is not running |
| No e-mail selected | No e-mail is currently selected |
| No matching route | The AI could not match the e-mail to any routing rule |
| AI processing error | The AI could not process the e-mail |
Tips
- Define clear routing categories for accurate classification
- Use draft mode first to verify routing accuracy
- Add routing instructions for edge cases