Your shared mailbox sorted before the day begins.

Not always. If you get few emails, mostly from the same senders or with a fixed subject, rules in Outlook or filters in Gmail are enough. If you mainly want to reply faster and sorting works fine, first see what your software can already do: Microsoft Copilot Chat in Outlook summarises emails and suggests a reply, in a shared mailbox too (Microsoft, checked on 1 October 2026).

An AI workflow pays off with lots of emails, several colleagues and sensitive data from clients, parents or patients. In a 1-hour Pitstop we work out together what suits you.

Then your colleague moves the email or changes the label, just like now. The workflow logs that correction. At the review we see which labels often go wrong and adjust the list or the instructions. If the AI is unsure, it picks no label and the email goes to "To review", with the reason attached.

Your mailbox stays where it is now, in Microsoft 365 or Google Workspace. The model only gets the sender, subject and text of new emails in the agreed mailbox. As standard, the model runs in the EU. Which provider and which country is in the AI fact sheet. We only work with a provider that doesn’t use your emails to train models, and we put that in writing.

Less than you’d think. The introductory call takes 30 minutes. During the pilot we ask for one colleague who knows the mailbox. First we go through example emails and labels together, then that colleague gives short feedback when a label or reply isn’t right. Your IT lead and DPO approve the access and the agreements beforehand.

That happens regularly. Every workflow has checks, so we notice when something goes wrong, and the fix is part of the maintenance. If the AI built into your software becomes good enough for your mailbox, we’ll tell you. Then you can stop and take everything with you.

Your organisation uses the workflow and is therefore usually the deployer. Who the provider is depends on whose name the workflow runs under. We record both roles in advance in the AI fact sheet. Since February 2025 the AI Act has required your organisation to work on the AI literacy of people who work with AI (Article 4). That is why your team gets an explanation and a short training during the pilot. The workflow doesn’t decide about people and doesn’t talk to the sender itself: a colleague reads every reply and sends it. This is not legal advice. Have it checked by your DPO or lawyer.

Not by default. The label comes from the subject and the text of the email. Reading attachments is only possible with a separate agreement with your DPO, and then as limited as possible: for example only recognising whether a certificate is attached, without storing its contents.