Turn an email into an enquiry

Goal

Turn a client's booking request email into an enquiry that you can price and quote, and check what the AI read from the email.

Prerequisites

• The email is in your Inbox and you can open it.
• Your plan includes AI email parsing and has AI operations left. Each parse uses one AI operation.
• Your role can edit Communications.

Steps

1. Open Email in the main navigation and select the Inbox folder.
2. Select the conversation that contains the booking request.
3. Select Parse with AI in the toolbar above the message. If an earlier attempt failed, the button reads Retry AI parse.
4. Wait while the button shows "Parsing...". When it finishes, a message says "Booking enquiry created from email".
5. Find the Booking enquiry section next to the message and read the card Booking enquiry detected. Check Client, From, To, When, Passengers, Flight and Notes against the email.
6. Look at the confidence badge on the card (High, Medium or Low confidence). Check the details more carefully when it is Medium or Low.
7. If the card shows Create enquiry instead of a link to an enquiry, select Create enquiry.
8. Select View enquiry to open the enquiry, complete any missing details and continue to the quote.

Expected result

The email is linked to an enquiry. The card shows the details that were read from the email, and View enquiry opens the enquiry.

Troubleshooting

• If the message says "This email does not contain a booking enquiry", the AI did not find a booking request in it. If it is a booking request after all, create the enquiry by hand.
• If the message says "Email was already parsed", the email was read before. Use View enquiry if it has one.
• If the card is missing a pickup, drop-off, date or time, open the enquiry and fill in what the client did not say. The Inbox filter Needs details lists such emails.
• If the card shows PAST PICKUP TIME, the pickup time in the email is already in the past. Check the date with the client before you quote.
• If a card named Review client identity appears, 4fleet could not tell which client account the request belongs to. Choose the account and contact, confirm them with Confirm account and contact, then select Create enquiry from saved request. If you only see "A permitted office user must confirm this identity.", ask a colleague with the right permissions to confirm it.
• If the message says the AI operations limit is reached, wait for the next period or upgrade your plan.
• If the message says AI email parsing is not available in your plan, upgrade your plan.
• If no Parse with AI button appears, the email may already be linked to an enquiry, may not be in the Inbox folder, or your role cannot edit Communications.