How Right Group's inspection inboxes file 5,400 documents a month into SharePoint

Background

Right Group provides inspection and maintenance services for local county councils and utility clients across Ireland, managing annual compliance programmes across thousands of properties and infrastructure sites. Engineers and electricians complete inspections across two workflows, boiler inspections for county councils and periodic electrical inspections for a major utility client, producing a constant stream of reports, photos and safety documentation.

The Problem

• Engineers and electricians emailed reports and photos to two shared inboxes throughout the day, hundreds of emails a week.
• Every email had to be opened, the site identified and the correct location found in a large SharePoint directory before filing could begin.
• Attachments were saved one by one, named by hand and filed into the right folder structure. A complex multi-panel electrical site took up to two full days.
• At peak, filing consumed a full working day every week, with new contracts about to increase volumes significantly.
• Hazard notices had to be spotted in the inbox and forwarded by hand.

The Solution

Numra plugged into both inspection inboxes. Emails arrive exactly as they always have; Numra handles everything after:

• Continuous monitoring of both inboxes.
• Site identification from subject lines using property address, Eircode and inspection reference numbers.
• Matching against the SharePoint directory, with folders created where they don't yet exist.
• Every attachment routed into the correct sub-folder based on file type and email context.
• Descriptive file naming using image recognition and content analysis.
• Hazard notices filed and forwarded on receipt.
• A monitoring dashboard showing successful filings, failed emails and hazard escalations.

The Results

• 1,160 inspection emails a month read and actioned across both inboxes.
• 5,400 files a month named and filed into SharePoint, no manual renaming.
• A multi-panel electrical site that took up to two days to file is filed in minutes.
• Engineers and electricians changed nothing about how they work.