Check incoming customer attachments before work starts

Check completeness before extracting details

An intake assistant can compare submitted files with an expected-document checklist and prepare a missing-items note. Start with a defined service, such as a design brief requiring a floor plan and reference images. Do not ask AI to infer dimensions from an unclear photograph.

Retain file identity

Store the enquiry ID, expected file type, original filename, upload time and staff review status. Exclude email signature images from the document list. Microsoft’s document-processing guidance notes that Outlook signatures can appear as attachments, which is a useful case to include in testing.

Send uncertainty to the coordinator

Password-protected, unreadable or mismatched documents need a person to decide the next step. Keep original files and limit access to the relevant team. Confirm attachment size limits and whether your intake tool supports secure uploads. The output should distinguish “received” from “checked and usable”.

AI Builder can extract document fields. Extraction still needs checks against source records. Microsoft: document processing

Compare a representative sample

Measure time spent chasing missing items, manually sorting signatures and correcting wrong associations. Count staff review and document-processing charges as part of the new workflow cost, along with setup and support. Exovara can build the checklist and draft request, with the coordinator approving what is sent to the customer.

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This guide applies across Canada. We provide remote AI consulting for businesses in London; it does not describe a local client or a staffed office.

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