Email-Driven Automation-Sequence Initiator for ERP Workflows
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Solution Overview
Problem
Conventional ERP systems face inefficiencies due to the lack of integration with e-mail clients, requiring manual handling and switching between multiple platforms, leading to increased errors, time consumption, and difficulties in tracking workflows and team collaboration.
Innovation Solution
An e-mail-driven automation-sequence initiator engine that retrieves relevant e-mails from an e-mail client, maintains local ERP object data, and initiates automation sequences based on entity-signifying metadata, relationship data, and process context, enabling centralized task management for accounts receivable and payable processes without requiring fundamental adaptations to existing systems.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Extent of automation
If e-mail client functionalities are directly integrated into ERP systems, then automation capability is improved, but device complexity and implementation difficulty increase significantly
Solution Approach 1:
The patent introduces an intermediary component that acts as a bridge between the e-mail client and ERP system. This intermediary receives e-mails, extracts relevant data, and automatically creates corresponding records in the ERP system without requiring direct integration between the two systems. This resolves the contradiction by enabling automation while avoiding the complexity of direct system integration.
Solution Approach 2:
The system is divided into separate functional modules: an e-mail monitoring component, a data extraction component, and an ERP system. Each module operates independently with well-defined interfaces, allowing the automation functionality to be implemented without complex inter-system integration. This segmentation enables automation capability while keeping individual components simple and manageable.
2Productivity
If manual handling of e-mails is used, then system simplicity is maintained, but productivity and time efficiency deteriorate
Solution Approach 1:
The system enables self-service automation where the e-mail processing workflow is automatically executed without requiring manual user intervention. The intermediary component autonomously monitors the e-mail client, extracts data from incoming messages, and creates corresponding records in the ERP system, significantly improving productivity while reducing time consumption compared to manual handling.
Solution Approach 2:
The system performs preliminary actions by automatically preparing and organizing e-mail data before it needs to be processed further in the ERP system. The intermediary component pre-extracts relevant information and structures it in advance, reducing the time and effort required for subsequent processing steps and thereby improving overall productivity.
3Adaptability or versatility
If multiple platforms are used for e-mail and ERP, then system versatility is improved, but ease of operation deteriorates due to constant switching
Solution Approach 1:
The intermediary component is designed with universal functionality that can interface with multiple different e-mail clients and ERP systems through standardized protocols and data formats. This multi-functional design allows the system to work across different platforms without requiring users to switch between them manually, thereby maintaining platform versatility while improving ease of operation through automated data transfer.
Data Source
AI summary
A method of initiating an automation sequence. The method includes, at a computing system on which is running an automation-sequence initiator engine, downloading and storing on data storage ERP object data from an ERP system associated with a first organisational entity. An electronic message is retrieved from a messaging client sent to the first organisational entity. The electronic message is analysed to identify entity-signifying metadata in the message. The ERP object data is queried in the data storage with the entity-signifying metadata to identify a further organisational entity. If a further organisational entity is identified, relationship data is identified associated with the further organisational entity. An automation sequence is selected based on the relationship data. The automation sequence is initiated, and the electronic message is processed in accordance with the initiated automation sequence.