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Document Collection via Email

The Challenge: Processing loan documents manually is time-consuming and error-prone. Staff spend hours reviewing bank statements, pay stubs, and tax documents, often going back and forth with applicants about missing information or document quality issues. Our Solution: OmniAI’s AI agent automatically receives documents via email, reads and validates them against your specific checklist requirements, and instantly sends detailed feedback about any issues - reducing processing time from hours to minutes.

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How It Works

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1️⃣ Set up email for agent

Follow the Email Setup guide in Settings. After setting up, the agent can start sending & receiving emails.

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2️⃣ Set up checklist

  • Set up document checklist in Agent Checklist
    • Define required document types (bank statements, tax returns, or a custom document type)
    • Agent will help streamline document collection via email or SMS
You can also add custom validation rules to each checklist item. When the agent receives a document, it will try to classify the document and see if it matches one of the checklist items. If yes, then it will apply the validation rules to the document.

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3️⃣ Send emails to agent

Omni’s agent monitors its email inbox for incoming emails. For each email received, the agent will:
  1. Find or create a lead:
    • If new email, it will create a new lead
    • If existing email from the lead list, retrieve the existing lead
  2. Extract & update checklist items from email message
  3. Process attachments using document intelligence (step 4)
  4. Auto-generate a response to the message
    • If agent is on Autopilot mode, it will directly send the response without permission
    • If agent is on Listen mode, it will draft a response and admin can review and edit it

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4️⃣ Document intelligence

For each attachment in the email message, our agent will perform the following action in order:
  1. Use OCR to convert document to markdown
  2. Classify the document into one of the document requirements (bank statements, etc.)
  3. Apply validation rules to the document if any
  4. Extract lead’s checklist values from documents

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5️⃣ Automated follow-up

If agent is on Autopilot mode, after agent sends the response, it will generate a follow up message and schedule a follow-up email if it doesn’t hear back from the leads.

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Benefits

  • Automated Processing: Documents are processed automatically without manual intervention
  • Real-time Validation: Instant feedback on document quality and completeness
  • Intelligent Classification: Documents are automatically matched to checklist requirements
  • Data Extraction: Key information is extracted from documents automatically
  • Multi-channel Support: Works with both email and SMS

Checklist Setup

Learn how to configure your checklist

Agent Settings

Configure email and agent behavior

Document Vault

View and manage collected documents

Timeline

Track all document collection activity