In progressPublic sectorEmailWeb
AI document managementNational inspection, oversight and control entity
Thousands of emails a week, classified and filed with no manual work.
- of emails per week
- Thousands
- of emails per week
- procedure types classified
- +1.000
- procedure types classified
- automated phases
- 8
- automated phases
- traceable and auditable
- 100 %
- traceable and auditable
The challenge
What was holding the operation back
The front desk of a national entity receives thousands of emails, forms and citizen requests every week. A team reads them one by one to decide which procedure applies, who is responsible and how to file it: a slow, costly bottleneck with security risks from attachments.
The solution
What we built
- An 8-phase flow that receives correspondence, analyzes it in an isolated environment, classifies it with AI and files it in the document management system via API.
- Low-cost hybrid model: fixed rules first, AI only when the language is ambiguous, and a person reviews exceptions, with continuous learning.
- The entity keeps ownership of the solution, and the design can be replicated in any entity with a single service desk.
How it works
The flow, step by step
- Multichannel intake
- Security
- AI classification
- Decision engine
- Filing
- Routing
- Response
- Analytics
Phase 1
Multichannel intake
Institutional email, citizen requests, web forms and cloud links.
Tech sheet
Under the hood
- For
- City halls, provincial governments, superintendencies, hospitals and universities
- Orchestration
- Auditable workflows in n8n
- Security
- Isolated sandbox and ISO 27001 criteria
- Models
- Fixed rules + OCR + LLM only for ambiguous cases
- Human control
- Exceptions reviewed by an official
- Ownership
- The entity keeps ownership of the solution
n8nPythonOCRLLMAPIs RESTMicrosoft 365
Does your company need something similar?
We'll show you how it would look in your operation in a free 30-minute 1:1 assessment. From COP 3.000.000 depending on complexity.
Chat on WhatsApp