AI Operators · Email
Turn Outlook emails and attachments into controlled logistics workflows with Shipflow AI Operators. Scope shared inbox access, replies, approvals and TMS handoffs.
Configured for your environment. Available Microsoft Graph access, authorized mailboxes and permitted message actions depend on your tenant configuration, account permissions and agreed workflow.
Discuss your Microsoft 365 Outlook workflowConfigured around your environment. Governed by your SOPs.
Where integration creates value
An operations inbox contains work in many forms: a new booking, a revised attachment, a rate response or a customer asking for an update. Reading the message is only the first step. The team still has to match its context, decide what changed and carry the result into the next system.
Shipflow connects the authorized inbox to a configured logistics workflow. AI Operators structure requests and documents, gather the relevant operational context and prepare or execute actions within the agreed SOP. Outlook stays part of the team’s working environment; the workflow connects the handoffs around it.
Workflow opportunities
Recognize a booking request, extract shipment details from the message and attachments, and identify missing information. Connect validated data to the agreed TMS workflow rather than treating an email acknowledgment as a completed booking.
Explore this workflowOrganize quotation inquiries and rate responses. When outreach is in scope, prepare inquiries to approved recipients, track replies and bring comparable information to the pricing decision. Your team controls recipients, pricing rules and send authority.
Explore this workflowAssociate attachments with the correct shipment, distinguish revisions from duplicates and route validation results. A new attachment does not automatically supersede an earlier document without the agreed version rule.
Explore this workflowIllustrative workflow · subject to agreed scope
Illustrative workflow: an incoming quote request needs additional information and rate responses before a customer reply can be prepared. External outreach is included only when authorized.
Classify the message, extract its requirements and distinguish a new inquiry from a revision, forwarded thread or reply to an existing case.
Match the customer and operational context. Prepare a clarification when required fields are missing; avoid inferring a commercial requirement from an ambiguous message.
Use accessible rate sources and, where approved, carrier outreach. Track replies and highlight differences in validity, included charges or conditions for review.
Assemble the proposed quotation with its evidence. Apply the configured approval and sending policy, and return the relevant status to the operational workflow.
Connection approach
We scope the connection with your Microsoft 365 administrator: the mailboxes involved, how the integration is authorized, and the read, draft and send actions it needs. Access should match the workflow rather than default to every employee’s inbox.
Microsoft Graph distinguishes access to shared or delegated messages from permission to send. The authorization model and mailbox configuration affect what is possible. For a Graph-based connection, your administrator confirms the applicable permissions and consent; this page is not a request for blanket tenant access.
Microsoft documents that delegated Mail.Read.Shared and Mail.ReadWrite.Shared permissions do not support change-notification subscriptions for shared folders. That scenario uses application permissions and an appropriate mailbox access policy. Confirm the notification approach separately from the ability to read a shared message; a working lookup is not proof that background monitoring is configured.
Setup requirements
Choose the shared inboxes or mailboxes in scope, their operational owners, and the Microsoft 365 administrator who can review authorization.
Include new requests, reply chains, forwarded messages, duplicate attachments and revisions. Agree how a message is matched to the correct case.
Define approved senders and recipients, when a draft needs review, and who handles urgent or ambiguous requests. Automated follow-ups need a clear stopping rule.
Identify the TMS, ERP or other records required to finish the workflow. Inbox access alone does not authorize a change in CargoWise, SAP or any other system.
Control and rollout
An external message or attachment should not change the operator’s permissions or override the SOP. Requests for unusual recipients, sensitive data or unapproved actions need explicit handling rules.
Start with approval-ready responses if that is the agreed scope. Where sending is authorized, confirm the mailbox identity, recipients and conditions before release.
Retain relevant message and attachment references in the workflow context. Track replies, duplicate requests and unresolved handoffs so a second message does not accidentally start the same action again.
Common questions
Yes. A named shared inbox is a practical scoping point. Confirm its access model, owner and required actions with your Microsoft 365 administrator before enabling the workflow.
No. Reading, preparing a draft and sending are separate decisions. Define the permitted sender identity, recipients and approval rules for your workflow, and configure the underlying permissions accordingly.
This page focuses on Outlook email and attachments. Other Microsoft 365 applications require separate scoping and permission review; their inclusion should not be assumed from an Outlook integration.
Route unclear requests with their source context to the designated person. For an interrupted action, establish what already happened before retrying. The workflow should distinguish a prepared draft, a sent message and a still-unresolved request.
Product names identify the systems discussed. This page does not imply vendor certification, partnership or endorsement. Supported actions and the implementation scope are confirmed with your team.
Start with a defined scope
Map the inputs, system access and approval boundaries with Shipflow. Agree on a useful first integration and how to verify its result.
Book a working session