Automate Warranty Registration in SAP Business One from Incoming Emails
Gmail → SAP Business One
Apps Required
No-code and low-code platform
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Trigger: On schedule
Runs the workflow on a scheduled interval every hour to process incoming warranty registration emails.
Get unread emails from Gmail
Fetches all unread emails from the Gmail inbox to identify new warranty registration requests.
Get email details from Gmail
Retrieves the full details of each unread email, including body content and attachment metadata.
Get attachment from Gmail
Downloads the PDF attachment from the warranty registration email for further processing.
Decode attachment
Decodes the Base64-encoded PDF attachment into a readable format for AI processing.
Extract warranty data using OpenAI
Uses OpenAI to parse the decoded PDF and extract structured warranty registration data including customer name, email, address, product serial number, and expiry date.
JSON Converter: Parse OpenAI response
Converts the OpenAI response string into a structured JSON object for downstream processing.
Get Customer by Email from SAP Business One
Looks up the business partner in SAP Business One using the customer email extracted from the warranty registration data.
Get Product Details by Serial Number from SAP Business One
Retrieves the product item details from SAP Business One using the product serial number from the warranty registration.
Decision: Customer exists?
Checks whether a matching business partner was found in SAP Business One. Follows two separate paths based on the result.
Path A – Create Equipment Card in SAP Business One
If the customer exists, creates a customer equipment card in SAP Business One linked to the existing business partner.
Path A – Create Service Contract in SAP Business One
Creates a warranty service contract in SAP Business One for the existing customer with the registered product.
Path A – Mark email as read in Gmail
Marks the processed email as read in Gmail to prevent duplicate registration processing.
Path B – Create Business Partner in SAP Business One
If the customer does not exist, creates a new business partner in SAP Business One using the registration data from the email.
Path B – Create Equipment Card in SAP Business One
Creates a customer equipment card in SAP Business One for the newly created business partner.
Path B – Create Service Contract in SAP Business One
Creates a warranty service contract in SAP Business One for the newly created business partner and registered product.
Path B – Mark email as read in Gmail
Marks the processed email as read in Gmail after completing the new customer registration flow.
Select an App to View Supported Features
| Modules | Trigger |
|---|---|
| No triggers for Gmail | |
Streamline Your Order Process with Automation
Automated warranty registration
Automatically processes incoming warranty registration emails, extracts structured data using AI, and registers service contracts in SAP Business One without any manual effort.
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New customer onboarding on the fly
Handles both existing and new customers — automatically creating business partner records in SAP Business One when no matching customer is found.
Accurate equipment and contract tracking
Ensures every registered product is linked to a customer equipment card and an active warranty service contract in SAP Business One for full lifecycle tracking.
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1
Automated warranty registration
Automatically processes incoming warranty registration emails, extracts structured data using AI, and registers service contracts in SAP Business One without any manual effort.
2
New customer onboarding on the fly
Handles both existing and new customers — automatically creating business partner records in SAP Business One when no matching customer is found.
3
Accurate equipment and contract tracking
Ensures every registered product is linked to a customer equipment card and an active warranty service contract in SAP Business One for full lifecycle tracking.
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