Case Study
DLC Europe
Automating Email Attachment Filing
The Challenge
We worked with DLC Europe, a company receiving a high volume of email attachments daily. Their team was spending valuable hours each week manually downloading, opening, and reviewing these attachments. The filing process involved navigating deeply nested folder structures in SharePoint to organise and rename files correctly. Additionally, some attachments were often missed due to the manual nature of the task, leading to inefficiencies and errors in their workflow. These challenges were creating stress for the team and slowing down productivity.
The Solution
To address these challenges, we built a custom AI-powered email attachment filing system, fully integrated into DLC Europe's Microsoft environment:
- Centralised Attachment Dashboard:
All incoming email attachments are automatically displayed in a single dashboard, showing sender, file type, and folder location.
- Automated Filing & Renaming:
Attachments are automatically renamed and organised according to DLC Europe's naming conventions and filed into the correct SharePoint folders.
- AI-Powered Search:
Users can quickly find attachments across complex folder hierarchies using intelligent AI search, eliminating the need for manual digging.
- Secure AI Integration:
The system leverages Azure OpenAI, ensuring all AI processing happens within DLC Europe's Microsoft environment. No data leaves their trusted infrastructure, keeping sensitive company information secure.
- Secure Access:
Fully embedded in Microsoft 365 with Single Sign-On (SSO), maintaining compliance and secure internal access.
- Low-Cost, Scalable Architecture:
Built on Azure Functions and Table Storage, the system is lightweight, fast, and easy to maintain, while remaining cost-effective.
- Solution Process:
Discovery Session: We worked closely with the DLC Europe team to understand their needs and pain points. Prototyping & Feedback: A local prototype was developed and presented for feedback before expanding to a full team-wide tool. Deployment: The final solution was deployed within their Microsoft Azure environment, ensuring all data remained secure and internal.
The Outcome
The new system delivered impressive results: Instead of spending hours manually reviewing and filing email attachments, team members can now view, search, and file attachments instantly, dramatically reducing errors and eliminating missed files.
2 hours/employee
Time Saved Per Week
0%
Missed Attachments
100%
Error Reduction
DLC Europe's team now saves an average of 2 hours per employee per week, significantly improving overall productivity.
The automated system ensures that no attachments are overlooked, improving accuracy and reducing manual errors and allowing direct filing to Sharepoint.
The solution runs with minimal ongoing costs, making it a sustainable investment for the business.
Client Testimonial
"Working with Upmotion has been an absolute pleasure. Their team is knowledgeable, responsive, and highly creative in developing an effective solution to our email-to-saving challenge. Their solution saves our team time and provides an additional layer of review to ensure important documents are addressed. Their turnaround times are impressively quick, and their project management throughout the process has been excellent. I would highly recommend Upmotion to anyone looking for tailored IT solutions that are thoughtfully designed and genuinely effective. Their expertise and commitment to delivering practical results make them a valuable partner for any organization."
Kerryn Paterson
Commercial Finance Director, DLC Europe
Ready to Transform Your Business?
If you're facing similar challenges with manual workflows or data management, let's talk. Contact us today to find out how we can help optimize your processes and save your team time and resources.