Scenario 06 · 07 · 08 · 09 # One request, from message to summary A construction site. The site foreman writes in Telegram — everything after that happens without a dispatcher and without forwarding messages. INBOUND · TELEGRAM, 14:06 > "The winch is jammed, the tower crane is down. Section B" RESPONSE TIME seconds. The foreman gets a confirmation before he even puts his phone away. equipment failure · Section B · high urgency log entry: date, author, section, text, photo the mechanic assigned to the site to the foreman: "Received, request No. 238" photo to the cloud, link attached to the request included in the site's evening summary WHAT THIS REPLACED calling the dispatcher · forwarding the message to another chat · a manual entry in a spreadsheet · phoning around to find who's responsible · a separate email with photos · compiling a summary at the end of the day WHERE IT APPLIES construction sites · hospitals by building · branch networks · factory lines · marine requests 07 ## Sorting inbound email Every email gets a category, a recipient, and a deadline. The inbox stops being a shared dumping ground that everyone looks at and nobody answers. ### Monday morning, 47 emails "Please issue an invoice for 12 filters" sales department · task: invoice, today "The wash unit isn't working, we're stopped" technical support · emergency request, urgent "Sending January's certificates, please sign" accounting · document set check "Resume for the instrumentation engineer opening" HR · added to the candidate pool "Reminder: the calibration deadline is approaching" metrology · task with a deadline "Ad for printing services" archived, nobody notified WHAT HAPPENS NEXT - The email is logged with a category and a number - The person responsible gets a notification in messenger - The sender gets a confirmation of receipt - Attachments are filed into the client's or site's folder - If nobody replies within N hours, the manager gets an alert - The email itself stays in your inbox — nothing gets moved out accounting outsourcing · procurement · sales · service departments · shipping agents Works on top of your existing email. No need to change your inbox, domain, or mail client. 08 ## Nothing lapses, nothing gets lost Two routines nobody likes checking, and where companies regularly lose money and contracts. ### Deadline tracking Reminders to staff and clients about deadlines, reporting, renewals, calibration checks, and payments — before the deadline passes, not after. EXAMPLES - "The flow meter's calibration expires in 21 days" → a task for the metrology team, a heads-up to the manager a week out - "The contractor's agreement ends in a month" → a reminder to legal and procurement - "The site report hasn't been submitted for three days" → escalation to the department head ### Document sets The system knows which set of documents a given deal, client, or site requires, and reports on its own what's missing and from whom. - "Site No. 14 is missing the concealed-works certificate and two cable certificates" → a reminder to the contractor - "The client's power of attorney has expired" → shipment blocked until it's renewed - "The payment package is missing the invoice" → sent back to procurement with the reason noted contract management · accounting · metrology · procurement · construction supervision · marine documentation Deadlines are pulled from your spreadsheets or CRM — no need to set up a separate system. 09 ## Manager reports, SLA, and photo evidence Three mechanisms that turn a stream of requests into a managed process — without daily briefings and phone rounds. ### Manager reports Daily and weekly summaries arrive on their own: requests for the period, overdue items, workload by person, risks, and open items. Broken down by site, department, employee, or client. At any time you can just ask, in plain words: "what's the status on the Zarya site this week" — and get an answer. ### Escalation and SLA Each category gets a response-time standard. If nobody responds within N hours, the alert goes up the chain. A repeat request about the same issue is flagged automatically. The manager finds out about a problem from the system, not from an angry client. ### Photo and document evidence Site photos, certificates, measurements, and documents go to the cloud, with the link attached to the request and to the site. Nothing stays stuck on an employee's personal phone. A year later, photos of a unit are found by the site's name, not by memory. management · service and engineering departments · quality department · construction supervision The report stops being a separate task. It's assembled from what's already happening. ## Where the agent talks to people Clients and employees write wherever is convenient for them. Nobody has to install a separate app. WhatsApp Text, voice messages, photos, documents. Official Business API. Telegram A bot for employees and contractors. The fastest channel to launch. Email Inbound email triage, attachments, auto-replies, routing. Phone A voice agent: takes the call, captures the gist, creates a task, and can call out on its own. Website form The request goes straight into the log and to the responsible person's messenger. Spreadsheets and CRM Google Sheets, Airtable, Notion, your existing CRM or ERP. LANGUAGES Russian · Ukrainian · English · Hebrew. Voice messages are transcribed automatically, and the reply comes back in the language of the message. PRACTICAL RECOMMENDATION Channels can be connected one at a time. Starting with wherever people already write is cheaper and sticks better. INDUSTRIES WHERE THIS WORKS - Engineering and ICS - Construction - Hospitals and clinics - Accounting outsourcing - Marine agency services - Food and processing ## Tell us what's happening at your company Three short questions in chat — your field, what's getting lost, where to reply. Then a process review: we show which scenarios apply and what pays off first. Free. --- Source: https://ai.avigan.com.ua/en/services/request-handling · AVIGAN AI · ai.avigan.ua@gmail.com