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Context and Goal
The goal was to reduce time spent searching for the right information and improve response quality, while keeping full human control over sensitive replies.
The challenge
The hard part was not writing the reply
The real bottleneck was finding the right context quickly. Before anyone could answer, most requests needed four checks.
Find the document
An invoice, the minutes of a meeting, a regulation or a notice, somewhere in Drive.
Check past emails
Earlier threads with the same sender, to know what was already said.
Identify the building
From partial references: an address, a unit number, an internal code.
Reply safely
A professional answer, without missing details or making assumptions.
The assistant at work
From a new email to a ready draft
Pick a typical request and watch the assistant find the context and prepare a reply. The team always has the last word.
- 1A new email arrivesIt is read and classified. Newsletters, promotions and no-reply senders are skipped.
- 2Key details are extractedAddress, unit, supplier, invoice number and other references.
- 3Gmail and Drive are searchedPast threads with the sender, documents and attachments.
- 4A draft waits for approvalIt is saved in Gmail. Nothing is sent until a person approves it.
Example scenarios. Names, addresses and documents are invented.
Example scenarios. Names, addresses and documents are invented.
How it is built
An assistant that knows where to look
A human-in-the-loop assistant built on Google Workspace and an LLM (Gemini / Vertex AI).
Gmail integration
Reads incoming messages, classifies them and saves reply drafts.
Drive integration
Searches and reads the right files, even across non-linear folder structures.
Entity extraction
Recognises addresses, invoice numbers, building names and key references.
Safety rules
Newsletters, promotions and no-reply sources are excluded.
Search without manual indexing
No rigid spreadsheets: it searches directly where the information already is.
A person always approves
Emails are never sent automatically. The team reviews, edits and approves every draft.
Results
A digital colleague for the office
The assistant became a practical everyday tool: it finds the context and prepares replies ready for review.
Less time searching
A significant reduction in manual search time.
Consistent replies
More consistent and professional communication.
Fewer errors
Confirmation prompts when information is incomplete.
Ready to scale
The same workflow works across multiple condominiums and folder structures.
Technologies Used
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