How does email filing put every email and attachment in the right file?
Email filing by hand leaves agreements in one person's mailbox; Bombos reads the email and attachment, finds the matching client file and puts the destination with the reason in front of you, and after your approval it sits in the file.
Works with SharePoint, ANVA, CCS, Convect and your own file and client systems.
The client file is the first task, then your office does more with the same team and teaches Bombos what comes next.
This is how it goes now, and how it goes with Bombos.
"Where was that agreement again?" means searching three mailboxes and a folder.
Today a staff member decides which client and file each message belongs to, then puts it there by hand. Saving it is quick. Working out where it belongs is the real work. The email sits in Outlook and the file in SharePoint or your package. For claims, a message goes into the policy file in ANVA or CCS. In homeowners association management, email, documents and the work sit side by side in Convect.
The email and attachment sit ready at the right client file, with the reason attached.
Bombos reads what comes in, looks up details in your package and prepares a proposal to place the email and attachment in the right client file. The reason is included, so you can see why Bombos chose that destination. If it is unclear where the message belongs, Bombos asks you. After you approve the proposal, the email and attachment are saved in the file.
After three months, every email and attachment reaches the client file as soon as you approve it. Everyone knows where an agreement sits, even when the colleague who made it is away. The mailbox search is gone. Your team has room for more clients and files with the same people, and sets up the next task with Bombos itself.
What's ready for you then
- Never search three mailboxes for an agreement again
- Every email and attachment in the right client file
- Agreements stay findable when a colleague is away
- You approve, the log shows what happened
Where do you see that?
The proposals for emails and attachments sit in Bombos on one list. Per proposal you see the reason and the status "ready for you" or "waiting on your input". For a proposal that is ready, you review the chosen destination. If Bombos asks for your input, something is still needed to move forward. You do not need the package open to view and review the proposal.
After your approval the message sits in the file. Every action with an effect outside Bombos is recorded in a log you can look through. That is also the place to see afterward what happened with a message. The list of proposals and the client file each have their own role this way: in Bombos you review the work that is ready, in the file sits the approved email with the client.
How does it start?
In the first week we set up preparing email for the client files together. The setup conversation takes about an hour and covers the mailbox, where the client files sit, and your rules for keeping messages. You arrange access to the systems this task needs. If a file sits on a separate drive, access to that drive is part of the setup. You do not need to move files or learn a new file package. We also discuss how you recognize an unclear sender, something only a colleague knows today.
After that, Bombos puts the first task live at the "proposing" level. The chosen destination sits ready for review. A corrected destination becomes the rule for the next email; without those corrections Bombos does not learn how your files are organized. Once the file choices go well for a while, you set "run after approval" or "run on its own" per task type. Your approval stays needed before anything is kept for good. Adjusting is done with settings, without custom work or training. Even if you do not work with computers much, you set this up together.
The email into the client file is the first task, not the whole offer. We take your office through the setup. After that your own team teaches Bombos the next task. After three months, you no longer have to retype anything to know which client file an email belongs to.
From one mailbox to a whole office.
It starts with an email that belongs in the right client file. The real gain comes next. Your office grows, new clients and files arrive, and you do not want your headcount to grow with them. With Bombos, the same team does more work, of a higher quality, because nobody has to search or retype information.
Your team teaches Bombos the next task itself. Nobody needs to be technical. By working with Bombos every day, people naturally learn how to use AI. We guide you through the first step. After that, you can do it yourself. We do not want you to keep coming back to us.
Think of it as a new coworker: it costs less than half a day a week of the person you would otherwise hire. Leave your number and we will call you back to talk through your situation.
What Bombos does, in three steps
It reads what comes in
An email, a message, a photo or a PDF: Bombos reads it, looks up the client and the details in the systems you already have, and sees what is missing.
It drafts the work, you approve it
The proposal sits on one list with the reasoning next to it. You read it, adjust it and approve. Only then is anything sent, booked or filed.
It remembers what you decide
Every correction becomes the rule for next time. Once a kind of task has gone well for a while, you hand it over step by step, and you check the log afterwards.
What can Bombos not do here today?
A proposed destination can be wrong and needs review before a message is kept for good in the file. Your approval is needed for that, just as for an outgoing message. If Bombos is unsure about the file, it asks for your input instead of guessing. A file for which no access has been set up cannot serve as a destination today.
With an unclear sender, only the colleague who knows them knows which client they belong to. What is recorded nowhere, Bombos does not know. That is why Bombos can interview you: it asks how such a sender belongs to a client, so that next time it finds the right destination itself.
Fetching the claim status at the insurer belongs to a separate task: the status question. For insurance this application covers claims only: no life insurance, no disability insurance and no health data. Bombos sends outgoing messages to third parties through any channel only after approval from a staff member. For correspondence around a file too, that limit is technically enforced. Only Bombos can switch it off, at your explicit request and at your own risk. An attachment can only be found again once it is clear which client it belongs to.