One of our clients had a significant challenge managing their emails. They spent countless hours reading each email and manually categorizing them into groups such as Marketing, Customer Support, Billing and Finance, and more. This process was slow, tiring, and often led to inaccuracies. To make managing these categorized emails even easier, we created a custom system view. This view allowed the client’s team to quickly access emails sorted into their respective categories, providing an organized and efficient way to handle them.
Every email had to be read and categorized manually, consuming valuable time and resources. They approached us for a solution that could streamline this task without compromising accuracy.
After evaluating various options, we tried to find the best solution and discovered AIClassify. This innovative tool uses artificial intelligence to classify emails based on their content and description. It automatically sorts incoming messages into predefined categories, such as Marketing, Customer Support, Billing and Finance, and more. This solution minimizes human error and ensures emails are categorized accurately and swiftly.
Using Power Automate and Dynamics 365’s AI capabilities, we built a flow that automatically analyzed email content and updated the Category field based on predefined classifications. Here’s how it worked:
Prerequisites
Before we jump into the code, let’s make sure you’re ready to use AIClassify:
To use AIClassify Action and execute AI-related features, you need to enable AI Builder Features. Navigate to Settings > Administration > Features. Verify that the AI Builder Features is enabled.
Step-by-Step Process:
1. Triggering the Automation:
The process started with a Power Automate flow triggered whenever a new email record was created in Dynamics 365. This ensured every incoming email was processed in real time.
2. Convert Email Description to Plain Text:
We extracted the email content, converting it to plain text to ensure consistency for analysis.
3. Call the AIClassify Action:
The flow invoked an AI-powered classification action that analyzed the email body. The action matched the content to one of the predefined categories, returning the classification result.
4. Update the Email Record:
With the classification result in hand, the flow automatically updated the Category field in the email record. A conditional Power FX formula ensured accurate mapping between the AI results and category options. For example:
Example Use Cases:
Here’s how the system handled actual emails:
- Example 1:
Subject: “Exclusive Discounts on Marketing Services”
Body: “We’re offering exclusive discounts on marketing services this quarter. Contact us for more information.”
Result: Marketing
- Example 2:
Subject: “Invoice Overdue Notice”
Body: “Reminder: Invoice #12345 is overdue. Please process payment promptly.”
Result: Billing and Finance
In both cases, the system correctly classified the emails and updated the Category field automatically.
Conclusion
Our client’s story shows how AI can transform even the most tedious processes into efficient, automated workflows. By integrating AIClassify into your email management system, you can save time, improve accuracy, and allow your team to focus on higher-value tasks.
Whether you’re dealing with a similar challenge or facing something unique, this approach can be tailored to meet your needs. Let AI handle the repetitive work so you can focus on what matters.