The AI email scanner makes it easier for you to process emails from new contacts. It automatically recognizes important information from the sender's signature, such as first name, company, job title, phone number, or email, and offers to save it to the CRM. Additionally, after creating a contact, it automatically links the email to newly created or existing records, eliminating the need for manual data entry and subsequent communication categorization. This saves you time and reduces the risk of errors when establishing new contacts.
This feature isn't available in the Start plan.
How it works
The feature analyzes only the sender's signature of the incoming email. It does not process other participants in the communication (recipients or CC'd individuals). The AI analysis is triggered automatically upon opening the details of the incoming email. You do not need to turn it on or start it manually.
The analysis will only occur if:
the email contains text,
the email is not yet categorized (oriented),
the system did not recognize an existing contact based on the email address.
If the system finds a contact based on the email address, it will display a standard suggestion to link the contact and the AI signature analysis will not be triggered.
From the email signature, it can recognize, for example:
first name and last name,
job title,
company name,
email address,
phone number.
The recognized data will be displayed in a clear preview, where you can review it before creating the contact.
Signature could not be recognized
If the signature cannot be found in the email or the necessary information cannot be reliably obtained from it, a message will be displayed: The signature could not be recognized.
In such a case, you need to create the contact in the usual way.
Signature was successfully recognized
If contact details are successfully obtained, a summary will be displayed. Review them and continue by clicking the Yes, create contact button.
Creating a contact
After clicking the Yes, create contact button for the first time, a dialog with the terms of use for AI features will appear. After agreeing, it will not be displayed again for subsequent uses.
How AI works with the client (company)
When processing the signature, the AI also evaluates the company name. Based on the result, three situations may arise.
The signature does not mention a company - If the signature does not contain the company name, only a new contact person will be created without a link to the client.
The company already exists in the CRM - If the AI recognizes a company that is already stored in the CRM, the new contact person will be automatically assigned to it.
The company does not exist in the CRM - If the AI recognizes the name of a company that is not yet in the CRM, it will suggest creating a new client. You will recognize such a suggestion by the green label New client.
Duplicate check
If a new client is to be created, Raynet first checks whether a similar company already exists in the database.
If a possible match is found, a duplicate resolution dialog will be displayed. This allows you to select an existing client and avoid creating a duplicate record.
Completion of contact creation
After confirmation, the system will automatically complete the entire process.
it will create a new contact person,
link it to an existing or new client,
if necessary, prompt you to fill in mandatory details,
automatically categorize (orient) the email,
reload the email details, which will now be linked to records in the CRM.
Thus, you can complete the entire process in just a few clicks without having to manually transcribe the data from the signature.