Real-Time Email Reminder System in UiPath

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Real-Time Email Reminder System in UiPath

Use Case Description

Detailed Steps to Implement the Use Case:

  1. Setup Email Monitoring:

    • Use the Get IMAP Mail Messages activity to connect to the email server (e.g., Gmail, Outlook).
    • Configure the activity with the necessary credentials, including the email address, password, and server settings.

  2. Define Search Criteria:

    • Set up a filter to search for the confirmation email. For example, the bot can look for emails with the subject containing “Confirmation Required” or “Action Needed” to ensure it only processes relevant emails.

  3. Loop Until Confirmation is Found:

    • Implement a While loop that continues to check for the confirmation email at regular intervals (e.g., every 10 minutes).
    • Inside the loop, use the Get IMAP Mail Messages activity to retrieve the latest emails and check if the confirmation email is present.

  4. Send Reminder Emails:

    • If the confirmation email is not found, use the Send SMTP Mail Message activity to send a reminder email to the user. The reminder can include:
      • A subject line like “Friendly Reminder: Confirmation Needed”.
      • A body message that states:
        Dear [User's Name],

This is a gentle reminder regarding your confirmation for [specific request or action]. 
Please respond at your earliest convenience to help us proceed.

Thank you!
    • Include a counter to limit the number of reminders sent (e.g., a maximum of 3 reminders) to avoid overwhelming the user.

  5. Handle User Responses:

    • If the confirmation email is received, exit the loop and proceed with the next steps in the workflow.
    • Extract relevant information from the confirmation email, such as the user’s name and any specific details they provided.

  6. Send Follow-Up Email:

    • After confirming receipt of the user’s email, use the Send SMTP Mail Message activity to send a follow-up email. This email can include:
      • A subject line like “Thank You for Your Confirmation”.
      • A body message that states:
        Dear [User's Name],

Thank you for your confirmation regarding [specific request]. 
We will now proceed with the next steps, which include [briefly outline the next steps or actions].

If you have any questions, feel free to reach out.

Best regards,
[Your Name/Your Team]

  7. Error Handling:

    • Implement error handling to manage potential issues, such as connection failures or incorrect email settings. Use Try-Catch activities to ensure the bot can recover from errors gracefully.

  8. Logging and Reporting:

    • Use the Log Message activity to record the actions taken by the bot, including when reminders are sent, when the confirmation is received, and any errors encountered. This can help in auditing and improving the process over time.

AS-IS WORKFLOW, TO-BE WORKFLOW

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Other information about the use case

Industry categories for this use case: Customer Service

Skill level required: Intermediate

UiPath Products that were used: UiPath Studio, UiPath Studio Web

Other applications that were used: Mail

Other resources: -

What is the top ROI driver for this use case?: Improve customer experience

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