AI-Powered Email Intake Automation Platform Built with Mendix
A leading global enterprise operating multiple Shared Service Centers faced growing complexity in handling high volumes of emails across regions and business functions. The organization relied heavily on manual mailbox monitoring, Outlook folders, and Excel trackers to manage work intake.
Missed or delayed requests
Duplicate handling of emails
No standardized SLA enforcement
Poor visibility for managers
Heavy reconciliation between Outlook and internal systems
The business needed a centralized, governed, and scalable platform to automate email-based request intake.
The enterprise required a solution that could
Automatically convert emails into tracked requests
Classify and route requests using rules and AI
Enforce SLAs using regional business calendars
Provide dashboards for processors, managers, and admins
Reduce manual effort and reconciliation
MXTechies selected the Mendix Low-Code Platform to deliver this complex, multi-region solution quickly and securely.
Rapid development for enterprise-scale programs
Native email connectors & schedulers
Seamless AI and GenAI integration
Okta / Azure AD SSO support
Cloud-native Dev / UAT / Prod environments
Reusable components for onboarding hundreds of mailboxes
These challenges created delays, reduced operational efficiency, and increased the risk of errors in tender management.
MXTechies built an AI-enabled Email Intake Automation Platform using Mendix to manage the full lifecycle. The platform standardizes how email requests are captured, processed, and governed across regions and business lines
● Scheduler-based polling every 1 minute
● Reads from shared mailboxes
● Captures subject, body, CC, and attachments
● Ensures no email is skipped
● Every valid email creates a unique Request ID
● Spam and system emails go to reconciliation
● Attachments linked to each request
● SLA starts from email received time
● Rule-based routing by region, process, and account
● GenAI classification using email content
● Auto-priority detection (Standard / Important / Critical)
● Exception queues for unmatched cases
● SLA based on shift timings & cut-off times
● Region-specific holidays and weekends
● Real-time SLA RAG indicators
● Pause/resume SLA on pending responses
● My Work / My Team dashboards
● Assign-to-me & bulk actions
● Reconciliation views
● Manager reports
● Email summarization
● Suggested responses
● Category & queue detection
● Priority inference
● Full audit history
● SLA breach justification
● Duplicate detection
● Original email (.eml) download
Component & Technology
Low-Code Platform
Authentication
Email Integration
AI
Database
Environments
Scheduling
Mendix Scheduler
Reporting
Mendix Scheduler
Environments
| Operational Benefits | Management Benefits | Risk & Compliance Benefits |
|---|---|---|
| Reduced manual mailbox handling | Real-time workload visibility | Zero email loss |
| Faster turnaround time | Proactive SLA breach control | Full traceability |
| Accurate SLA enforcement | Data-driven decision making | Strong governance |
| Higher processor productivity | Standardized operations | Audit-ready operations |
The platform successfully transformed hundreds of shared mailboxes into a single AI-powered, governed intake system, enabling
✦ Scalable onboarding of new functions
✦ Predictive analytics
✦ Self-service reporting
✦ Continuous automation
MXTechies is a Mendix Premier Partner delivering enterprise-grade low-code and AI solutions across industries. Our expertise in Mendix, AI integration, and Siemens ecosystem enables clients to modernize operations faster with confidence.
If your operations still depend on emails and spreadsheets, it’s time to upgrade.
Build a quick Proof of Concept to validate your idea.
Use Low-Code + AI to streamline your workflows.
Grow on a secure, future-ready platform.