Aikomuten Bunsho Automation Bot

Project Overview

This project involved developing a fully automated workflow that connects MailDealer, Aisys, and SharePoint into a single seamless pipeline. The system reads incoming document registration emails, extracts relevant project and document details, identifies the correct project using internal data sources, and automatically downloads and uploads documents to the appropriate locations. By integrating multiple platforms into one automated flow, the solution ensures accurate, fast, and reliable document handling with minimal human intervention.

Key Features

• ✓End-to-end automation of document registration workflow
• ✓Automated email parsing and data extraction
• ✓Integration with Aisys for document retrieval
• ✓Automated SharePoint upload with folder-level accuracy
• ✓Special handling for document-specific workflows (merge/skip rules)
• ✓Parallel processing for improved speed and scalability
• ✓Real-time logging
• ✓tracking
• ✓and error handling

The Challenge

The original process was highly manual and required constant monitoring and execution by the team. Each document registration email had to be opened and reviewed individually. The team then had to identify the project, log into Aisys, search for the correct documents, download files, organize them locally, and upload them to the correct SharePoint folder. Additionally, special document types required different handling rules, such as merging PDFs or skipping specific categories. This workflow resulted in several challenges: Repetitive and time-consuming manual effort, Frequent context switching between multiple systems, High dependency on individual accuracy, Inconsistent file handling and organization, Limited scalability as mail volume increased

Our Solution

To address these challenges, a robust RPA-based automation system was implemented. The bot automatically reads incoming MailDealer emails related to document registration and extracts key details such as project name, document type, and file references. It then maps the project to internal records to retrieve the required identifiers. Using this information, the system logs into Aisys, navigates to the relevant section, and downloads the required documents. The files are processed, organized, and uploaded to the correct SharePoint folders automatically. The solution also includes intelligent handling for special document types. For example, certain documents are merged with existing files before upload, while others are skipped or retained locally based on predefined business rules. Finally, the bot updates the email status in MailDealer to ensure proper tracking and visibility of processed items.

Technologies Used

// Tech Stack & Tools