An email agent that sorts your agency’s mailbox
A truck’s paperwork arrives across several emails, with forwards, ZIP files and scanned PDFs, and someone has to open them all to work out which procedure they belong to. Sia’s email agent does it for you: it sorts each email, tells you what is missing and, if your agency turns it on, files it in its folder.
The Seautomatiza email agent is Sia reading a customs broker’s mailbox. It sorts each email by procedure (EAD, transit, export, import or bill of lading), tells you which document is missing and, if your agency turns it on, files it in its folder. Anything unclear stays in “Unsorted” for a person to decide.
The email agent
It sorts the mailbox, your team decides
What it does
Sorts each email by procedure and says which document is missing.
What your team decides
What stays in “Unsorted” and whatever has to be sent or answered.
Status
In use in Algeciras. Filing in the brokerage’s folder only if your brokerage turns it on.
How it works
From the mailbox to each procedure
I read your mailbox
I connect in read-only mode to the mailbox where your paperwork arrives: I don’t delete or reply to anything, and I only move emails if your agency turns it on. I open up forwarded emails, unzip ZIP files and split every PDF into pages.
I sort each email
From the sender, subject, body and attachment names I decide which procedure it belongs to. I sort it in several passes and only accept what comes out the same every time; anything unclear goes to “Unsorted”, with a warning.
I tell you what’s missing
I tell you which document is missing, comparing what the email says with what the procedure requires, and, if your agency turns it on, I file each email in its procedure’s folder. And I can pass the truck, with its paperwork, on to the clearance platform.
By hand vs Sia
What changes with every email
| What changes | By hand | With Sia |
|---|---|---|
| Opening and tidying | By handSomeone opens each email, its forwards and its ZIP files | With SiaSia opens up forwarded emails and splits every PDF into pages |
| Which procedure it belongs to | By handThe whole email is read and someone decides by eye | With SiaSia sorts it and leaves anything unclear in “Unsorted” |
| What’s missing | By handIt comes up when someone starts on the file | With SiaSia says which document is missing and why |
| Filing | By handDragged into each folder or forwarded by hand | With SiaIf your agency turns it on, each email, in its procedure’s folder |
| Forwarding bills of lading | By handEach one is forwarded by hand | With SiaSia prepares the forward; a person sends it |
FAQ
Questions about your inbox
Does the agent reply to or delete emails?
No. It reads the mailbox in read-only mode: it does not reply, delete or forward anything on its own. It only writes to the mailbox what your agency switches on in its settings, such as moving each email into its procedure’s folder. Bill of lading forwards are left ready and a person sends them with one click.
What happens to an email it isn’t sure about?
It goes to “Unsorted”, with a warning, for a person to look at. The agent sorts each email in several passes and only accepts the answer if it is the same every time; and before using a file reference, it checks that the reference is actually written in the email or an attachment. It would rather leave an email unsorted than guess.
Can an email get lost along the way?
The agent is built so that this doesn’t happen: it keeps count of everything that comes in, and what was received has to add up to what was sent, rejected, is waiting in the queue or was not sent, each with its reason. An email that can’t be read is not thrown away: it is logged. Zero emails lost without anyone noticing.
Which procedures does it tell apart?
Those of a customs broker on the Strait of Gibraltar: indirect-export EADs, transit, export, import and bills of lading, plus “Unsorted”. The folders adapt to how your agency works, and each procedure knows which documents it requires, so it can warn you when one is missing: for example, the packing list the exporter promises for tomorrow.
Where do the emails go?
Emails are processed in the EU: the server is in the EU and the Google AI that sorts them runs in a European region. To sort an email, it reads its text and the names of its attachments. We sign a data processing agreement (Article 28 GDPR) with each agency.
How do I see what it has done?
The agent’s screen shows each email with its procedure, what is missing and the sentence in the email it relied on to sort it. That is also where you switch on or off whatever it does beyond reading. And every email it handles is counted in your agency’s dashboard, alongside the rest of Sia’s work.