Email Context Automation — Client Intake

Fill this once. The page will generate a clean report below. No login, no server. We’ll add auto-emailing in the next step.

1) Company & Contact

Company Name Sample: “Acme Builders LLC”

Primary Contact (PM)

Contact Email

Your Email (for copy)

2) Environment & Access

Email Platform iPick what they use today. This decides APIs: Outlook 365 = Microsoft Graph; Gmail = Gmail API; anything else can use IMAP.

Primary Devices iIf mostly mobile, we emphasize labels + short subject tags + a 1-line banner that shows in notifications.

Admin Access Available? iDo they have IT who can grant OAuth consent / service account? Determines how easily we connect.

Shared Inboxes? iIf they have addresses like bids@, vendors@, we’ll apply thread-level memory and shared labels.

3) Pain Points

Top 3 Email Frictions iExamples: “Don’t know who sender is,” “Can’t find project thread on phone,” “Forgetting follow-ups.”

Current Organization Method iDo they use folders, labels, rules? This helps with migration and naming.

4) Project & Contact Sources

Where are projects tracked? iAsana/Jira/Notion/Smartsheet/Excel? We sync names, codes, members, links.

Contacts/Companies live where? iCRM (HubSpot/Salesforce), Google Contacts, spreadsheets? We’ll build the memory graph.

Use project codes or tags? iShort codes are perfect for subject prefixes & emoji chips on mobile.

Want automatic sync? iWe can auto-pull projects, members, and roles daily or via webhooks.

5) Privacy & Boundaries

What can we process? iChoose how much content we index. Minimal still works (headers+subject+first line). We redact signatures and legal footers automatically.

Data location preference iLocal-only (on their infra) vs. our cloud. We can support both.

6) Desired Outputs & UX

Mobile-first output iSubject prefix + emoji, labels, 1-line banner are best for iOS/Android.

Automation level iAuto-label only, or also suggest replies, draft tasks, etc.

Integrations (checklist style in text) iJira, Asana, Notion, HubSpot, Slack/Teams, Drive/SharePoint, Calendar, etc.

Success metrics iHow will they know this worked? e.g., time saved/day, % accurate project mapping, fewer missed replies.

7) Implementation Preferences

Deployment preference iCloud (fastest), customer cloud, or self-hosted Docker for strict orgs.

Rollout scope iPilot a few inboxes first or org-wide switch via gateway.

The report appears below. You can print to PDF or copy it into an email/Doc.