Brendan
84 lines
2.8 KiB
Markdown
84 lines
2.8 KiB
Markdown
# AI / Email Parsing Setup Assessment
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This report assesses the Email Intake and AI parsing setup for SaaS Stage 1.
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## Current State
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Email Intake exists under `/enquiries/email-intake` with backend routes under `/api/email-intake`. It supports:
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- IMAP mailbox polling
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- mailbox browser
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- intake logs
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- AI parsing/reparse
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- trusted senders
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- filters
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- operational categories
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- create enquiry from email
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- link email to project/job/quote/enquiry
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- apply project update
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Required env vars in route map:
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- `IMAP_HOST`
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- `IMAP_USER`
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- `IMAP_PASSWORD`
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- `OPENAI_API_KEY`
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## Who Performs Parsing?
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Current evidence indicates BoundHQ's platform performs parsing using server-side AI credentials, not customer-provided API keys. That is the correct Stage 1 model.
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## Customer API Keys
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| Option | Stage 1 recommendation |
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| BoundHQ-owned AI key | Use now |
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| Customer-owned OpenAI key | Defer |
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| Per-customer model/provider selection | Defer |
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Customer-owned keys add support burden and do not move first-customer onboarding.
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## Setup Steps
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1. Confirm customer consent for mailbox connection and AI parsing.
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2. Create mailbox/app password or forwarding mailbox.
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3. Configure IMAP host/user/password for the tenant.
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4. Configure trusted sender/domain rules.
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5. Poll manually once.
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6. Review parsed logs.
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7. Create one enquiry from an email.
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8. Confirm bad/noisy messages can be ignored/filtered.
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## Privacy Considerations
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- Emails may contain personal data, job details, addresses, quotes, and attachments.
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- Parsed content must stay inside the customer's tenant.
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- AI prompts/responses should avoid storing unnecessary sensitive data.
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- Customer must know that AI parsing can make mistakes and requires review.
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- The product needs a plain consent statement before enabling auto-polling.
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## Tenant Isolation Requirements
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Before Stage 1 self-serve use, verify:
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- intake logs include tenant/business scope
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- settings and filters are tenant-specific
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- mailbox credentials are not shared across businesses
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- linked records cannot cross tenants
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- AI parsing logs do not leak another tenant's content
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## Failure Modes
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| Failure | Customer impact | Required behavior |
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|---|---|---|
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| IMAP login fails | No emails imported | Show clear setup error, no retry storm |
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| OpenAI key missing | Emails not parsed | Queue/log with "AI unavailable" |
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| AI parse wrong | Wrong enquiry details | Human review before commit |
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| Duplicate email | Duplicate enquiry | Detect UID/message-id |
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| Large attachment | Slow/fail processing | Keep email log, flag attachment issue |
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| Tenant mismatch | Data leak | Block and alert |
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## Readiness Verdict
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Email Intake is a strong Stage 1.5 differentiator. It should not block first customer launch. For the first customer, enable it only as a BoundHQ-assisted setup after core quote/job/invoice flow is working.
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