@HEIDI Commands: One Assistant That Does the Work, Not Just the Sorting
Beyond passive triage, HEIDI is an action surface. Write @HEIDI with a plain instruction in a draft, and HEIDI prepares an approval request to draft, research, generate documents, extract invoice fields, propose meeting times, or attach the right file from cloud storage.
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Selected email
Customer A
Purchase order PO-4821 attached
File to SharePoint /Orders
Skills queued for approval
What are @HEIDI commands?
@HEIDI commands are plain-English instructions you type inside an email draft or the workspace. HEIDI parses the command, prepares an approval request, and after approval runs skills such as drafting a grounded reply, researching a company, generating a PDF, extracting invoice fields, or attaching a document from OneDrive or SharePoint.
Impact
Results teams are seeing
Voice
On demand
Briefing and triage
@HEIDI
In draft
Skill catalog
Approval
Required
No silent sends
Capabilities
What you can do with UpQuAI Email Automation
Plain-English, not a query language
Type what you want. HEIDI parses the intent and prepares the action for review.
A catalog of governed skills
Draft, research, generate documents, extract fields, schedule, attach, notify — each with an approval gate.
Grounded in your knowledge
Drafts and answers pull from approved documents with sources visible.
Approval before external action
Nothing sends, attaches, or updates a system until a human approves.
Use cases
Where teams apply UpQuAI Email Automation
Real workflows that benefit from visual design, automation, and governance.
@HEIDI draft a grounded reply
HEIDI retrieves the right manual or SOP and prepares the reply with sources for approval.
@HEIDI research this company and attach a brief
HEIDI compiles a short PDF brief and proposes attaching it to the draft after approval.
@HEIDI extract the invoice fields
HEIDI reads the attached PDF and pulls amount, due date, and vendor for review.
@HEIDI suggest meeting times
HEIDI proposes slots from the calendar and drafts the scheduling reply.
@HEIDI find the order confirmation and attach it
HEIDI locates the document in OneDrive or SharePoint and adds it to the reply for approval.
How it works
From chaos to clarity in 4 steps
Type @HEIDI in a draft
Inside Outlook or Gmail, write a plain instruction.
HEIDI parses the command
It maps the request to the right skill and gathers context.
HEIDI prepares an approval request
You see what will happen and the sources used.
Approve, and HEIDI executes
The skill runs — draft, attach, generate, or notify — only after sign-off.
Industries
Tailored for your industry
Customer support
Challenge
High-volume support@ threads need fast, accurate replies without bypassing policy or knowledge checks.
How we help
Triage by intent, ground drafts on the product KB, propose Zendesk tickets, and gate sends behind supervisor approval.
Example: Warranty claim → KB-grounded draft → ticket proposal → approved send
Operations
Challenge
Cross-system exceptions — order vs invoice mismatches — stall when email stays in the inbox.
How we help
Route exceptions, propose CRM updates, and escalate to Slack with an approval trail.
Example: Mismatch thread → triage → CRM proposal → Slack escalation
Management & executives
Challenge
Leaders need signal over noise — what needs a decision today, and what can delegate with audit?
How we help
Priority inbox briefing, delegation with approval queues, and Report Studio SLA views for leadership review.
Example: Morning brief → delegate with approval → SLA dashboard check
SMB shared inbox
Challenge
info@ queues need one voice, role-based approvals, and visibility into open answers.
How we help
Governed triage for shared mailboxes, consistent persona, and open-answers KPI monitoring in Overview.
Example: info@ inquiry → triage → grounded draft → team approval
Success stories
How teams transformed their operations
Support Ops — warranty escalation
Customer supportChallenge
Customer A emailed support@ with a warranty edge case; the agent needed policy-backed wording fast.
Solution
HEIDI triaged the thread, retrieved the warranty SOP via hybrid RAG, and prepared a draft with visible sources for supervisor approval.
Result
Approved reply sent with audit record; Zendesk ticket proposal filed after sign-off.
Ops — order vs invoice mismatch
OperationsChallenge
Vendor mail described an order-invoice mismatch that required CRM update and internal escalation.
Solution
Exception triage, CRM field proposal, and Slack escalation prepared as separate approval requests.
Result
Systems updated after approval; audit trail captured each decision.
Avoid these
Common mistakes (and how to avoid them)
Treating @HEIDI as auto-send
Commands prepare actions; they do not bypass approval.
Use commands to assemble the work, then approve before anything external runs.
Why a command layer beats a chat box
Most AI email tools stop at 'summarize and suggest text.' A command layer lets the operator stay in the draft and ask HEIDI to complete the operational task — research, documents, calendar, attachments — while keeping a human approval step before anything leaves the mailbox. The instruction is natural; the execution is governed.
Voice commands for inbox operations, not chat theater
Voice in Email Automation is operational: summarize urgent threads, queue drafts for approval, or ask for today's briefing — without opening another app. Commands run through the same policy layer as typed workflows; HEIDI never sends or updates external systems on voice alone when approval is required.
@HEIDI in-draft commands extend the same model: natural language inside a reply composer becomes structured skills (find document, attach PDF, open CRM note) that still wait for review.
Email Automation glossary (for teams and AI assistants)
Clear definitions of UpQuAI Email Automation capabilities — entity-rich summaries suitable for citation.
Email Automation — UpQuAI Email Automation is an operational inbox workspace by UpQuAI Solutions AG. HEIDI triages inbound business email, drafts grounded replies, and prepares CRM, storage, and chat actions behind human approval — not marketing email or bulk campaigns.
Approval gate — An approval gate requires a human to sign off before sensitive email sends or external connector actions (CRM updates, SharePoint filing, Slack escalation). Email Automation records decisions in an audit trail for team accountability.
Hybrid RAG email grounding — Hybrid retrieval-augmented generation binds approved documents to inbox categories so draft replies cite visible sources. Email Automation uses hybrid RAG per folder or label — beyond thread-context suggestions from personal assistants.
Related search intents this page answers
Keywords: AI email triage, inbox triage software, email triage automation, priority inbox
Buyers search for AI email triage when personal sorting is not enough. Email Automation classifies intent, routes shared mailboxes, prepares grounded drafts, and tracks reply SLA — beyond auto-labels or split inboxes alone.
Frequently asked questions
Learn more about how UpQuAI Email Automation works and how it can help your organization.
Do @HEIDI commands send email automatically?+
No. Commands prepare an approval request. Sending, attaching, or updating a connected system happens only after a human approves, unless setup explicitly allows auto-send for a path.
What skills can @HEIDI run?+
Drafting, knowledge Q&A, web research, PDF/report/presentation generation, invoice extraction, calendar proposals, find-and-attach from OneDrive/SharePoint, lead qualification, and more — each governed by approval.
Where do I type the command?+
Inside an Outlook or Gmail draft, or in the workspace. HEIDI parses the instruction in context of the thread and attachments.
Are the answers grounded?+
Yes. Drafting and Q&A skills retrieve approved documents and show sources so reviewers can verify before approving.
What happens if a connector is missing?+
Skills are designed to either execute, ask for clarification, or report a connector gap — not silently fail.
What is UpQuAI Email Automation?+
UpQuAI Email Automation is an operational inbox workspace from UpQuAI Solutions AG. HEIDI classifies inbound business mail, drafts grounded replies with visible sources, and prepares CRM, storage, and chat actions behind approval gates. It targets governed team operations, not marketing automation.
Is Email Automation the same as marketing email automation?+
No. Email Automation handles inbound operational business email — triage, grounded drafts, approvals, and connector actions. It does not send newsletters, drip sequences, or bulk promotional campaigns. Governed outreach is for operational exceptions with human review.
Who makes Email Automation?+
Email Automation is a product from UpQuAI Solutions AG, powered by the HEIDI AI agent on the Process Designer platform. It connects to Gmail and Outlook when configured and operates as a workspace over the inbox.