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Reduce Operational Costs by Automating Case Creation from Emails

This blog is a recap of July's live Ask the Process Professor session: Bizagi Spring 2022 – Automate Case Creation from Emails.

A new email arrives; you open it, read it, extract information from it and input it into a new system, and then repeat, and repeat and repeat. Sound familiar? For many companies and their employees, this is part of their daily routine and how they spend a large proportion of their time. According to Zapier’s  ‘The 2021 state of business Automation’ report, “94% of the U.S. knowledge workers surveyed spend some portion of the day performing repetitive, time-consuming work”. Perhaps you can relate to this?

Companies are facing growing pressure to digitalize. It is a big project on everyone’s mind. And one that is only getting more complicated as you onboard more suppliers, face more disruption, generate more data, implement more software, and strive to comply with more regulations. But applications and innovative solutions need to be delivered faster than ever to tackle this problem and help employees alleviate the repetitive and tedious tasks. We need to inject agility, transparency, accountability, and visibility for all stakeholders involved in processes within the company and orchestrate disparate systems.

Low-code process automation platforms can become our best allies in achieving all the proposed objectives. They are not only easy to use and offer different solutions for different types of users but are also capable of improving critical and core processes. One of the best benefits of these platforms is the higher productivity perceived by everyone involved in a circle. As Gartner mentioned, “Quite often, higher productivity and better bandwidth for an existing employee would result in performing high-value tasks that were not getting done, such as nurturing high-value client relationships, " which perfectly fits with the path we want to take.  

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Reducing repetitive tasks with Bizagi

March 24th, 2022: a milestone date. Bizagi entered a new era as we launched the trailblazing cloud-only release of our low-code process automation platform. Bizagi Spring 2022 marks the beginning of a fantastic new journey for us and all our users. In this new version, we have put all our effort into creating a low-code process automation platform that is powerful, unifying, and intuitive for all. With plenty of new features and improvements, Bizagi will help your organization align its objectives with a strategic approach to today’s challenges.

Feedback from our users stated that the most repetitive and time-consuming task was email processing – so our latest version offers a solution. Introducing Bizagi Triggers.

 

What are Bizagi Triggers?

Bizagi Triggers allow Bizagi to automatically start new cases based on the content of emails without using any RPA infrastructure. This new feature increases employee availability, enhances productivity, and reduces costs for companies dealing with multiple mass daily email processing tasks.

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Our users can now define conditions to analyze the information in an email; for example, if a word is included in the email subject or the body, then start a new case from a Bizagi process and let the platform control all operations.

 

How to configure Bizagi Triggers

Bizagi Triggers are available in Bizagi Studio for users with a ‘Developer’ profile through the Expert menu. We have designed the feature to be easy to configure and intuitive. To create a new trigger, you give it a name, include the allowed domains from where you expect to receive emails, define the conditions that must be met to start a new case, select the process and finally map the data. The whole configuration does not require a single line of code and can be completed in a few minutes.

  

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When working with Triggers, there are some important considerations to take into account:

- This feature is available for all our cloud users. Bizagi provides a unique inbox for each user and must be used exclusively for Triggers. Every single customer will have an email with the following characteristics: CompanyName@bizagimailer.com. You do not need to configure anything to enable this email. This inbox is ready to use once your environment is provisioned.

- New cases are created via OData. Bizagi uses internal cloud components that look for the queues of triggers' actions. Because the action implies case creation of your processes, and to keep high security in your project, it is required to define a secure integration between Triggers and your Bizagi environment. To do this, you need to create a set of OAuth keys. You can go to our documentation if you need more information about this step or some advanced options for triggers.

- Triggers allow you to take information from the email and send it directly through your Bizagi process. To achieve this, the process you want to action requires a start form.

- New cases will only be created for new emails (emails that are unread and do not come from a reply).

 

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This new feature allows companies to reduce repetitive work and improve employee satisfaction. Incorporating Bizagi Triggers will also increase efficiency, improve customer service, and deliver cost savings.

 

Hear more from me, the Process Professor

If you’d like to hear more about Bizagi’s new version and how to reduce operational costs by automating case creation from emails, catch up with my Process Professor session now. 

And don’t forget to sign up for the following Process Professor session. 

Every month I take a deep dive into one of Bizagi’s critical features in a live session, including a short demo, and answer any questions you have about the Bizagi platform. 

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