How it works
Every email that reaches one of your addresses becomes a work item, and a workflow takes it from "what is this?" to "it exists in MCS".
The journey of an email
| Stage | What happens |
|---|---|
| Arrives | An email, with any attachments, reaches one of your addresses |
| Sorted | It goes to a virtual mailbox: always the same one for a fixed address, or the best fit, chosen by the AI, for an address with auto routing |
| Workflow starts | The virtual mailbox's workflow runs its steps in order. For example: |
| Identify the contact: MCS says who sent it | |
| Look up in MCS: find what MCS already knows, such as the purchase order | |
| Read the documents, or Read the email: pick out the details | |
| Check: make sure the details are complete and right | |
| Ask the sender: email them for anything missing, and wait | |
| A person approves: when the workflow says a person must | |
| Create in MCS: create the record, and wait for MCS to confirm it | |
| Reply: tell the sender | |
| Finished | The record is in MCS, and the work item shows everything that happened |
Each workflow has only the steps it needs. See step types.
What goes straight through
Each workflow decides what can go to MCS without a person. For example, an invoice from a trusted supplier that passes every check can be created on its own. Anything a check cannot settle, or anything the workflow says always needs a person, goes to the inbox.
MCS stays the system of record
Rent Stream AI asks MCS who senders are and reads the facts it needs from MCS. It creates records through MCS's own XML gateway and waits for MCS to confirm each one. It does not keep its own copy of your customers, contracts or equipment.