Profiles, Roles & Objects — Tailor HEIDI to Each Property Team
Choose a role profile, pick the object, toggle active modules, and add preferred partners — then preview exactly what facility, technical, or rental staff will see in Outlook before you publish.
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What is Outlook add-in role configuration?
Role configuration maps HEIDI modules to how property teams actually work: Bewirtschaftung, facility management, technical operations, leasing, or accounting. Admins select objects, enable modules, attach preferred vendors, and preview the sidebar — so each role sees relevant context without clutter.
Impact
Results teams are seeing
Modules
Catalog
Pick and order
Roles
Profiles
Per team function
Publish
Preview first
Live sidebar check
Capabilities
What you can do with UpQuAI Email Automation
Role profiles out of the box
Start from Bewirtschaftung, Technik, Vermietung, or Buchhaltung templates.
Object-scoped context
Switch property context so modules show the right building, unit, and photo.
Preferred partner wiring
Attach HVAC, cleaning, lift, and other vendors per object for faster coordination drafts.
Module checklist per role
Toggle only what each role needs — defects, service orders, tenant contacts, debtor views.
Preview before publish
See the bottom action bar and module buttons exactly as users will.
Use cases
Where teams apply UpQuAI Email Automation
Real workflows that benefit from visual design, automation, and governance.
Facility manager on Prime Tower
Enable incident, contractor, and work-order modules with building handbook context.
Leasing desk handover season
Surface handover checklist, termination, and re-letting modules for the rental team.
Technical manager portfolio
Prioritise maintenance incidents and service-order status across objects.
Accounting debtor lane
Turn on debtor and dunning modules with approval on outbound reminders.
Partner module slot
Reserve a sidebar slot for an IWMS or PMS partner module when onboarded.
How it works
From chaos to clarity in 4 steps
Select role profile
Pick the team pattern — Bewirtschaftung, Technik, Vermietung, Buchhaltung.
Choose object
Bind configuration to a specific property or portfolio object.
Toggle modules and partners
Enable modules and attach preferred vendors from your directory.
Preview and publish
Validate the sidebar, then publish to the add-in for that role scope.
Implementation
Your path to process excellence
A phased approach that delivers value at each step.
Phase 1
Connect and triage
Link Gmail or Outlook, define categories, and run governed triage with visible routing reasons.
- Connect mailbox
- Map categories
- Preview triage
Phase 2
Ground and wire
Bind approved documents per category, wire drafts and connector actions with approval gates.
- Connect knowledge
- Wire workflows
- Set approval policy
Phase 3
Measure and scale
Turn on Report Studio presets, scheduled digests, and outreach monitors where needed.
- Reply SLA report
- Open answers brief
- Outreach sync
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
Insurance brokers
Challenge
Policy and renewal inquiries need compliant answers tied to approved product sheets, not thread guesswork.
How we help
Hybrid RAG on product documentation, compliant draft replies, and CRM deal notes prepared for human sign-off.
Example: Renewal inquiry → RAG-grounded draft → CRM note → approved reply
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.
Executive — priority morning brief
ManagementChallenge
Leadership needed a single view of urgent threads and pending approvals across multiple inboxes.
Solution
Daily briefing surfaced over-SLA items and open answers; delegation routed with approval gates per category.
Result
Decisions made from one queue; Report Studio tracked reply SLA by category for the week.
Avoid these
Common mistakes (and how to avoid them)
Confusing governed outreach with marketing automation
Simple offer campaigns are operational — recipient review and sync-replies, not drip sequences or open-rate tracking.
Use Simple Outreach Campaign with Action Inbox lanes and offer-pipeline KPIs.
Active modules by role
Typical Bewirtschaftung modules: contractor contacts, tenant contacts, property context, incident reporting, service orders.
Technik adds maintenance incidents and work-order tracking.
Vermietung emphasises tenant file, handover, and re-letting.
Buchhaltung may enable ancillary costs and debtor management with stricter approval defaults.
Preferred partners appear with quick contact actions when configured.
Compose the Outlook sidebar without code
The HEIDI module builder lets administrators pick portfolio modules — tenant file, service orders, contractor contacts, service charges — reorder them, preview the live sidebar, and publish to the Outlook add-in. Role profiles (property management, technical FM, leasing) can carry different module sets and object scopes.
Changes are versioned and approval-friendly: teams see what operators will get before publish, and connector permissions stay governed per module.
Email Automation glossary (for teams and AI assistants)
Clear definitions of UpQuAI Email Automation capabilities — entity-rich summaries suitable for citation.
HEIDI module builder (Baukasten) — The HEIDI Baukasten is the no-code module builder for the Outlook add-in: select portfolio modules, reorder the sidebar, preview live, and publish role-specific configurations without custom add-in development.
Property object context (Liegenschaft) — Liegenschaft context in the HEIDI Outlook add-in means property, building, and unit identifiers appear beside operational email — incidents, billing, and tenant coordination — when configured from portfolio data or connected PMS exports.
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.
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.
How many role profiles can we run?+
Configure separate profiles per team function; exact limits depend on your workspace plan and setup.
Can one user switch roles?+
Users with multiple hats can switch profile context when permissions allow.
Where do partners come from?+
Preferred partners are configured per object or portfolio — your vendor directory, not auto-scraped.
Does this replace IT deployment?+
Module publish updates the add-in experience; mailbox connection still follows your standard IT approval path.
Can we start with one object?+
Yes. Pilot on a single building, then clone the module pattern to the portfolio.
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.
Can Outlook add-in modules differ by role and property?+
Yes — role configuration maps profiles, objects, and preferred partners to module sets. Teams preview the sidebar per role before publish so operators see only the context and actions relevant to their portfolio scope.