How Right Group Saved 97 Hours a Month on Compliance Filing Agent
An inspection and maintenance services company automated the filing of boiler and electrical inspection reports into SharePoint — including image recognition, file naming, and hazard escalation.
340
emails processed per month
1,115
files filed per month
97
hours saved per month
0
SLA breaches on hazard escalation
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. With engineers and electricians completing inspections across two separate workflows — boiler inspections for county councils and periodic electrical inspections for a major utility client — the team processes a constant and growing stream of inspection reports, photos, and safety documentation.
The Problem
Engineers and electricians were emailing inspection reports and photos directly to shared inboxes continuously throughout the day — across two separate workflows, this amounted to hundreds of emails per week.
Every email had to be manually opened, the site identified, and the correct location found within a large SharePoint directory before any filing could begin.
Attachments then had to be individually saved, named descriptively, and filed into the correct folder structure — for complex multi-panel electrical sites, this alone could take up to two full days per site.
At peak periods, the filing process was consuming the equivalent of a full working day every single week across both workflows — and with new contracts coming on board, volumes were set to increase significantly.
Critical safety escalations requiring urgent notification to the client within a strict SLA window were being handled manually, creating compliance risk.
The Solution
Numra built two bespoke inspection report filing agents — one for boiler inspections and one for PIR electrical inspections — both operating on the same core principle: emails come in exactly as they always have, and Numra handles everything that happens next.
Continuous monitoring of both shared inspection inboxes.
Automatic site identification from email subject lines using property address, Eircode, and inspection reference numbers.
Matching against the SharePoint directory and dynamic creation of the correct folder structure where folders don't yet exist.
Intelligent routing of all attachments into the correct sub-folders based on file type and email context.
Automated descriptive file naming using image recognition and content analysis.
Immediate identification and forwarding of critical hazard notices to the required contacts — without waiting for manual review.
A monitoring dashboard providing full visibility of successful filings, failed emails, and hazard escalations.
The Results
340
emails processed per month across both workflows
1,115
files filed automatically per month
97
hours of manual filing work saved per month
Instant
hazard escalations — eliminating SLA risk
Testimonial
"Numra has significantly streamlined our workflow, reducing manual effort and improving overall efficiency. Its reliability and ease of use have already delivered noticeable time savings and enhanced operational consistency."
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