If you’re like me, some days you might receive a hundred or more emails on any given day, and managing that influx of emails can be tedious. Between coordinating with clients, handling project updates, and scheduling site visits, email can quickly become overwhelming. That’s where email automation using LLMs like ChatGPT and Robotic Process Automation (RPA) tools like Power Automate and UiPath come in handy – the automation can handle the repetitive email tasks, allowing you to focus on critical project tasks.
What is Robotic Process Automation (RPA)?
Robotic Process Automation (RPA) allows organisations to automate business processes with minimal coding, using visual tools like drag-and-drop interfaces. Unlike traditional RPA, which focuses on repetitive tasks like data entry, low-code RPA extends these capabilities to both developers and non-technical users. This makes automation faster and more accessible.
Low-code platforms such as Power Automate, UiPath, n8n, and Node Red offer pre-built components for common tasks like email processing, data extraction, and workflow automation. Users can combine these components to automate end-to-end processes, from managing emails to integrating systems, without needing deep coding expertise. This increases agility and reduces reliance on specialised developers, improving collaboration between teams.
RPA is particularly beneficial to manage communications, schedule tasks, and handle repetitive processes. These platforms can also scale with business needs, making them a versatile solution for both small-scale tasks and complex workflows.
Key Email Automation Tasks for AEC Workflows
Drafting Intelligent Responses
AI-driven tools like ChatGPT can help draft technical or client-facing emails, automating responses while maintaining a professional tone. For example, you can use Power Automate to create flows where incoming emails trigger ChatGPT to generate draft replies. This makes it easier to handle routine inquiries and follow-ups, especially in large projects with frequent client communication.
Automating Reminders and Notifications
UiPath can set up automated reminders for deadlines, site visits, or permit renewals. These reminders can be sent as automated follow-ups based on specific conditions in an email or calendar. This reduces the risk of missing important project milestones or deadlines.
Calendar Integration
AI-driven tools like ChatGPT can help draft technical or client-facing emails, automating responses while maintaining a professional tone. For example, you can use Power Automate to create flows where incoming emails trigger ChatGPT to generate draft replies. This makes it easier to handle routine inquiries and follow-ups, especially in large projects with frequent client communication.
Spam Detection and Filtering
AI models can filter out irrelevant emails, allowing you to focus on critical project communications. Using machine learning, spam or low-priority emails can be flagged, while essential communications get prioritized in your inbox. UiPath and Power Automate offer integration with AI models to help categorize and filter these emails.
Leveraging RPA for Email Automation
Both UiPath and Power Automate offer low-code/no-code solutions, making them accessible to AEC professionals, even without deep programming knowledge. These platforms use a visual interface, similar to visual programming tools like Dynamo and Grasshopper, which are already familiar to many in the industry.
Both Power Automate and UiPath allow you to create workflows using pre-built connectors and nodes or create your own customised ones to automate tasks such as extracting content from emails, categorising them, or triggering specific actions based on the content of the message.
If you want to get started with an example, I have shared a Power Automate flow that I created to my GitHub. You will need a Power Automate premium account to be able to use the flow.
Power with Flexibility
The true power of these tools lies in their flexibility. You can customise automation flows to meet specific workflow needs, whether you’re dealing with project updates, document submissions, or coordination between multiple stakeholders. For example, Power Automate can be configured to extract project updates from emails and automatically update a central project management tool, saving time and reducing the risk of data entry errors.
Incorporating AI and RPA into your email workflow can transform how you manage data, communicate, and plan. No matter the task at hand, these tools can help you stay organised and efficient.
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