{"id":7552,"date":"2025-07-28T08:32:54","date_gmt":"2025-07-28T00:32:54","guid":{"rendered":"https:\/\/blog.facilitybot.co\/blog\/?post_type=knowledgebase&#038;p=7552"},"modified":"2025-08-12T08:06:32","modified_gmt":"2025-08-12T00:06:32","slug":"smart-email-parsing-powered-by-generative-ai","status":"publish","type":"knowledgebase","link":"https:\/\/blog.facilitybot.co\/blog\/knowledge-base\/manager-web-portal\/smart-email-parsing-powered-by-generative-ai\/","title":{"rendered":"Smart Email Parsing (Powered by Generative AI)"},"content":{"rendered":"\n<h3 class=\"wp-block-heading\"><strong>Introduction<\/strong><\/h3>\n\n\n\n<p>FacilityBot now includes a beta feature called <strong>Smart Email Parsing<\/strong>, powered by Generative AI. This feature improves how email <a href=\"https:\/\/blog.facilitybot.co\/blog\/knowledge-base\/manager-web-portal\/requests\/\">requests<\/a> are processed by automatically classifying them based on their content and intelligently populating form fields\u2014no manual data entry needed.<\/p>\n\n\n\n<p>When enabled, Smart Email Parsing allows FacilityBot to interpret natural language emails, classify them under the most suitable <strong>Request Type<\/strong>, and pre-fill relevant fields, reducing the need for follow-up and speeding up resolution.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Smart Email Parsing Using Generative AI\" width=\"1170\" height=\"658\" src=\"https:\/\/www.youtube.com\/embed\/fhwe28_lq7w?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<p>To enable Smart Email Parsing, log into the <strong>FacilityBot Manager Portal<\/strong>.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Navigate to <strong>Settings, <\/strong>then <strong>Channels<\/strong><\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/lh7-rt.googleusercontent.com\/docsz\/AD_4nXdIt69LR6JLSokATCel9FhMkm36apk9RHn-aBStSJS62-7KvydbctIW8De_LjfY7qThjG14F-XMjjwge_55gNM0AI2RgLodOl8CtaNRQgoZ2EIJKb7p0u7Hfrs6d2RHkTqLCx4WWA?key=bywC7tgONcKrYbCeteLJPQ\" alt=\"\"\/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Scroll down and click<strong> Set-up Email<\/strong><\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/lh7-rt.googleusercontent.com\/docsz\/AD_4nXcMZOJcupKDHiSvxSnUTq7jFbdZ_8in7qzqfsIwUyglutd8Y4TQWxdwjYbRWBY5eGgUMG40R2dqkuQ024C1n4QRX0ywBjuLumGtNLAkR-MM56xbKYWpTah3jF9XJk8GpPC2xvpbsQ?key=bywC7tgONcKrYbCeteLJPQ\" alt=\"\"\/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Toggle the option: <strong>Smart Email Parsing (Powered by Generative AI)<\/strong>.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/lh7-rt.googleusercontent.com\/docsz\/AD_4nXf1zDQ9EODzurlbHpeqSAGZ5npCt1cNJ_wFIybIxu3XMdXCa1nqa6rc97UnMrSDQqxGgcglzTJHTQi6D4mq_zT1zgNzlq2OPdpFmYIF4fte-wlGI7tKJWwF1IjUIT1W7ud2Hz7Hsg?key=bywC7tgONcKrYbCeteLJPQ\" alt=\"\"\/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li>(Optional) Enter <strong>Additional Prompt Instructions<\/strong> to customize the AI behavior. Then click Save.<\/li>\n<\/ul>\n\n\n\n<p>Example prompt:<\/p>\n\n\n\n<p>\u201cAll emails from grayavelino00@gmail.com should have a Name = Gray, Phone Number = 09051234567, Email Address = grayavelino00@gmail.com\u201d<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/lh7-rt.googleusercontent.com\/docsz\/AD_4nXdI5iHkaanLOd0Ln-D0y4jB242nFNf1q3oQrGubcAScbP3T7TxdCf6JNthtJK3AW4S7sx-1hr7uR0mZvx8kep_4HWCONbG8EGU2C0VR2UFvESJn3_BCPQU9FK0UxwAFBiPwoIwx?key=bywC7tgONcKrYbCeteLJPQ\" alt=\"\"\/><\/figure>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>What Happens When an Email is Received<\/strong><\/h3>\n\n\n\n<p>If Smart Email Parsing is toggled <strong>ON<\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>FacilityBot will use Generative AI to:<br>\n<ul class=\"wp-block-list\">\n<li><strong>Classify the email<\/strong> based on the most relevant <strong>Request Type<\/strong> available in your system.<\/li>\n\n\n\n<li><strong>Populate fields<\/strong> within the selected Request Type based on the email content.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p>Supported field types include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Description<\/li>\n\n\n\n<li>Short Answer<\/li>\n\n\n\n<li>Single Choice<\/li>\n\n\n\n<li>Multiple Choice<\/li>\n\n\n\n<li>Single Choice Dropdown<\/li>\n\n\n\n<li>Multiple Choice Dropdown<\/li>\n\n\n\n<li>Date \/ Time<\/li>\n\n\n\n<li>Toggle (Yes \/ No)<br><\/li>\n<\/ul>\n\n\n\n<p>If a matching Request Type <strong>cannot<\/strong> be confidently determined\u2014or if <strong>compulsory fields cannot be populated<\/strong>\u2014the system will <strong>default to Fault Report classification<\/strong>.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Example<\/strong><\/h3>\n\n\n\n<p><strong>Email Subject:<\/strong> Room Cleaning Request<br><strong>Email Body:<\/strong><\/p>\n\n\n\n<p>Request type: Room Cleaning Request<\/p>\n\n\n\n<p>Room Number: Room 110<\/p>\n\n\n\n<p>Is the room occupied at the moment? No<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/lh7-rt.googleusercontent.com\/docsz\/AD_4nXdTwWjzhsDsOXPSRADT9F2n0pokvzuQUO6yrS5Cn_Zj0dpwT2KXpCLPGB5AAyqUZCzPA06Wj28Zxd9GZXoxHwtfEtwHpvQOxuByO7JYj_igYfH4SHlp81DAZugq6UhkKZRQ-W5yew?key=bywC7tgONcKrYbCeteLJPQ\" alt=\"\"\/><\/figure>\n\n\n\n<p>\u2705 <strong>Classified as:<\/strong> Request Type = <em>Room Cleaning Request<\/em><em><br><\/em>\u2705 <strong>Fields populated:<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/lh7-rt.googleusercontent.com\/docsz\/AD_4nXfsD2LMgm75vU9IrAmV41b0lCY4LjJ-dSGV5kIsIedlomTMZYAVjHL1OO918lTTEWtMZmezuxEvdI5AKtyG684D7yWMWT0wL7IU9O8iPCBf3jMwY7SKC6IsDhbWlKdBmc6XkzCj6g?key=bywC7tgONcKrYbCeteLJPQ\" alt=\"\"\/><\/figure>\n\n\n\n<p>Since we added the prompt instructing the AI that &#8216;All emails from grayavelino00@gmail.com should have Name = Gray, Phone Number = 09051234567, and Email Address = grayavelino00@gmail.com,&#8217; the fields for Name, Phone Number, and Email Address are now being automatically filled out.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Notes and Best Practices<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Emails must be plain-text and freshly composed.<\/li>\n\n\n\n<li>HTML-rich content or forwarded emails may not be parsed properly.<\/li>\n\n\n\n<li>Maximum 5 image attachments supported.<\/li>\n\n\n\n<li>Non-image or large attachments (&gt;10MB) are not supported.<\/li>\n\n\n\n<li>Character limit per email: <strong>5,000 characters<\/strong>.<\/li>\n\n\n\n<li>Ensure field labels in the email body are clearly written to aid parsing.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Additional Prompt (Optional)<\/strong><\/h3>\n\n\n\n<p>You can guide the Generative AI parser using <strong>custom prompt instructions<\/strong>, such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Classifying specific senders into certain Request Types<\/li>\n\n\n\n<li>Prioritizing certain keywords or formats<\/li>\n\n\n\n<li>Overriding ambiguity in natural language input<br><\/li>\n<\/ul>\n\n\n\n<p><em>Example:<\/em> \u201cIf the subject contains \u2018cleaning\u2019, always classify as Request Type = Cleaning Request.\u201d<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>When Will This Feature Be Useful?<\/strong><\/h3>\n\n\n\n<p>This feature is ideal for organizations that:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Handle high volumes of request emails<\/li>\n\n\n\n<li>Use structured Request Types<\/li>\n\n\n\n<li>Want to reduce manual triage and data entry<\/li>\n\n\n\n<li>Need faster and more accurate request creation<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Limitations<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The feature is currently in <strong>beta<\/strong>. Results may vary depending on email format and language.<\/li>\n\n\n\n<li>Not all Request Types and field combinations are supported yet.<\/li>\n\n\n\n<li>Advanced validation rules within Request Types are not enforced at this stage.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n","protected":false},"excerpt":{"rendered":"<p>Introduction FacilityBot now includes a beta feature called Smart Email Parsing, powered by Generative AI. This feature improves how email requests are [&hellip;]<\/p>\n","protected":false},"author":7,"featured_media":0,"comment_status":"closed","ping_status":"closed","template":"","knowledgebase_cat":[44],"class_list":["post-7552","knowledgebase","type-knowledgebase","status-publish","hentry","knowledgebase_cat-manager-web-portal"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v20.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Smart Email Parsing (Powered by Generative AI) - FacilityBot - Facilities Management Software<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blog.facilitybot.co\/blog\/knowledge-base\/manager-web-portal\/smart-email-parsing-powered-by-generative-ai\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Smart Email Parsing (Powered by Generative AI) - FacilityBot - Facilities Management Software\" \/>\n<meta property=\"og:description\" content=\"Introduction FacilityBot now includes a beta feature called Smart Email Parsing, powered by Generative AI. 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