First Workflows¶

After installation, try these common workflows to learn how DeskAgent works. Each workflow shows you what to expect and what to do if something goes wrong.

1. Email Triage¶

Goal: Automatically organize your inbox by flagging important emails and identifying newsletters.

Prerequisites:

• Microsoft Outlook is open
• You have emails in your inbox

Steps:

1. Open the DeskAgent chat
2. Type: Check my recent emails and flag important ones
3. Press Enter

What happens:

• DeskAgent reads your recent emails
• Identifies important messages (invoices, urgent requests, customer inquiries)
• Flags them for follow-up
• Lists newsletters that could be moved to a separate folder

Expected output:

Found 47 emails from the last 7 days.

Flagged for follow-up:
- Invoice from Supplier GmbH (received today)
- Project deadline reminder (received yesterday)
- Customer inquiry about pricing

Newsletters detected:
- Marketing Weekly (3 emails)
- Tech News Daily (5 emails)

Would you like me to move the newsletters to a folder?

If it doesn't work:

2. Read Selected Email¶

Goal: Quickly understand the content of an email without reading through everything.

Prerequisites:

• Microsoft Outlook is open
• You have selected an email by clicking on it

Steps:

1. In Outlook, click once on an email to select it
2. In DeskAgent, type: Read the selected email

What happens:

• DeskAgent reads the email content
• Shows you a summary with key information
• Identifies any action items or requests

Expected output:

Email from: Max Mustermann <max@example.com>
Subject: Project Update Meeting
Date: January 3, 2025

Summary:
Max is requesting a meeting next week to discuss the project timeline.
He suggests Tuesday or Wednesday afternoon.

Action items:
- Respond with available time slots
- Prepare project status update

3. Create an Offer¶

Goal: Turn an email inquiry into a professional quote.

Prerequisites:

• Billomat or Lexware extension is configured
• You have a customer inquiry email selected in Outlook

Steps:

1. Select an email with a product inquiry in Outlook
2. Click Agents in the sidebar
3. Select Create Offer

What happens:

• DeskAgent reads the customer's email
• Extracts company name, contact person, and requested products
• Searches for existing customer in your billing system (or offers to create new)
• Creates a draft offer with the identified products
• Downloads the PDF for your review

Expected output:

Customer identified: Acme GmbH
Contact: Hans Schmidt
Requested: 2x Professional License

Offer created:
- Offer number: A-2025-0042
- Total: €2,196.00 (net)
- PDF saved to: workspace/.temp/offer-2025-0042.pdf

Would you like me to create a reply email with this offer attached?

If it doesn't work:

4. Daily Check¶

Goal: Get a complete overview of what needs your attention today.

Steps:

1. Click Agents in the sidebar
2. Select Daily Check
3. Wait for the scan to complete

What happens:

• Scans emails from the last 7 days
• Checks flagged items (open todos)
• Reviews open support tickets (if UserEcho is configured)
• Checks pending invoices (if billing is configured)

Expected output:

=== Daily Check Complete ===

EMAILS (last 7 days):
- 12 new emails since yesterday
- 3 flagged for follow-up
- 8 newsletters moved to ToDelete

FLAGGED ITEMS:
- Invoice review needed (flagged 3 days ago)
- Customer callback (flagged yesterday)

SUPPORT TICKETS:
- 2 new tickets need response
- 1 ticket marked as completed

INVOICES:
- 3 invoices overdue
- Total outstanding: €4,500.00

Suggested actions:
1. Review the 3 flagged emails
2. Respond to new support tickets
3. Follow up on overdue invoices

5. SEPA Transfers¶

Goal: Create bank transfer files from invoice PDFs.

Prerequisites:

• SEPA banking is configured in config/apis.json
• You have invoice emails with PDF attachments selected

Steps:

1. Select one or more invoice emails in Outlook (Ctrl+Click for multiple)
2. Click Agents → Invoices to SEPA

What happens:

• Reads PDF attachments from selected emails
• Extracts: Vendor name, IBAN, amount, reference
• Validates IBANs
• Creates SEPA XML file ready for bank upload

Expected output:

Processing 3 invoices...

Invoice 1: Supplier GmbH
- Amount: €1,500.00
- IBAN: DE89370400440532013000 ✓ Valid
- Reference: Invoice 2025-001

Invoice 2: Service AG
- Amount: €850.00
- IBAN: DE89370400440532013001 ✓ Valid
- Reference: Invoice 12345

Invoice 3: Tech Company
- Amount: €2,200.00
- IBAN: Found in saved recipients ✓

SEPA file created:
- Path: workspace/sepa/sepa-realvirtual-20250103.xml
- Total: €4,550.00
- Upload to your bank portal to execute transfers

Tips for Success¶

Common Chat Commands¶

Use these in the chat for quick actions:

Next Steps¶