Trigger: On schedule
Runs the workflow on a scheduled interval every hour to process incoming warranty claim emails.
About this template
What this workflow does
Automatically process warranty claim emails using AI, register service calls in SAP Business One, prevent duplicates, and notify customers at every step via Gmail.
Key benefits
- Automated warranty claim processing
- Duplicate claim prevention
- Instant customer communication
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No triggers for Gmail.
Inside the flow
How the template works
appse ai runs this workflow end to end for Gmail — automatically, every single day. Here is exactly what happens when this template runs.
Get unread emails from Gmail
Fetches all unread emails from the Gmail inbox to check for new warranty claim requests.
Get email details from Gmail
Retrieves the full details of each unread email, including the body and sender information.
Extract warranty claim data using OpenAI
Uses OpenAI to parse the email content and extract structured warranty claim data including date, product serial number, customer name, email, and issue description.
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 claim.
Decision: Customer exists?
Checks whether a matching business partner was found in SAP Business One. If not found, sends a verification email to the customer and marks the email as read.
Get Service Contracts by Customer Code from SAP Business One
Retrieves the service contracts associated with the matched customer from SAP Business One.
Check for existing service calls in SAP Business One
Searches SAP Business One to determine whether a service call for this warranty claim already exists.
Decision: Service call already exists?
Evaluates whether a duplicate service call is present. If it exists, sends an existing service call notification email to the customer and marks the email as read.
Create Service Call in SAP Business One
Creates a new service call in SAP Business One with the customer code, item code, issue details, and product serial number from the warranty claim email.
Send confirmation email via Gmail
Sends a confirmation email to the customer with the newly created service call reference number.
Mark email as read in Gmail
Marks the processed warranty claim email as read in Gmail to prevent duplicate processing.
Business benefits
More than moving data between apps — here is the measurable impact this automation delivers for your team.
01
Automated warranty claim processing
Automatically reads warranty claim emails, extracts structured data using AI, and registers service calls in SAP Business One without any manual intervention.
02
Duplicate claim prevention
Checks for existing service calls before creating new ones, preventing duplicate warranty registrations for the same issue.
03
Instant customer communication
Automatically sends confirmation or status emails to customers at every step — whether their claim is registered, already exists, or their details are pending verification.
01
Automated warranty claim processing
Automatically reads warranty claim emails, extracts structured data using AI, and registers service calls in SAP Business One without any manual intervention.
02
Duplicate claim prevention
Checks for existing service calls before creating new ones, preventing duplicate warranty registrations for the same issue.
03
Instant customer communication
Automatically sends confirmation or status emails to customers at every step — whether their claim is registered, already exists, or their details are pending verification.
Questions & answers
Frequently asked questions
Everything you need to know about this template before you deploy it.
How often does the workflow check for new warranty claim emails?
The workflow runs on a schedule every hour to process unread warranty claim emails from the Gmail inbox.
How does the workflow extract warranty claim details from the email?
What happens if the customer is not found in SAP Business One?
How does the workflow prevent duplicate service calls?
What confirmation does the customer receive after a warranty claim is registered?
Why businesses love appse ai
Discover how appse ai has helped businesses automate processes and achieve growth through our users' success stories.
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
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