Standardized email response automation

**Purpose**

1. Automate intake, response, and follow-up for inquiries, court notifications, or compliance reminders in administrative law practice.
2. Reduce manual error, ensure swift reply to client requests, and maintain consistent communication with all stakeholders.
3. Organize communications by type (e.g., client question, case update, regulatory deadline) and auto-route to designated staff.
4. Enable personalized reply logic based on inquiry category, urgency, or document attachment.
5. Archive email chains and track status for audit or reporting purposes.

**Trigger Conditions**

1. New email arrives at designated administrative law practice inbox.
2. Email subject/body matches predetermined keywords (e.g., “public hearing notice,” “licensing deadline”).
3. Sender domain is on a client/agency whitelist.
4. Email received outside business hours or triggers automated follow-up schedule.
5. Attached document detected (e.g., PDF, DOCX) for legal filings.

**Platform Variants**

3.1. Microsoft Outlook
• Rule: “Create a rule for automatic replies to government/agency queries.”
• API: Use /me/messages and /me/sendMail for retrieval and response.

3.2. Gmail
• Filter: Label emails from court domains, invoke auto-responder via App Script.
• API: Use Gmail API’s `users.messages.send` for dynamic replies.

3.3. Superhuman
• Integration: Setup with Zapier to trigger personalized templates when flagged as "Urgent."
• Setting: “Trigger on Label + Template Send.”

3.4. Front
• Rule: Auto-reply when tag “Licensing” or “Deadline” added by teammate.
• Setting: Rule automation, canned responses.

3.5. SendGrid
• API: Trigger transactional email via v3/mail/send endpoint for regulatory reminders.
• Setting: Schedule delay, personalize content with dynamic templates.

3.6. Mailgun
• Routes: Incoming filter with catch-all pattern, send reply using messages API.
• Rule: “Auto-reply on regulatory keyword match.”

3.7. Postmark
• Trigger: Reply to administrative filings confirmation within 2 minutes.
• Outbound API: `/email/withTemplate`.

3.8. Zoho Mail
• Filter: Rule to reply to public entity messages with legal process update template.
• API: `/sendMail`.

3.9. Proton Mail
• Filter with auto-reply to specific domains (e.g., @agency.gov).
• Setting: “Auto-reply + password-protected PDF attachment.”

3.10. HubSpot
• Workflow: If client submits form/email, auto-send response email.
• API: “Single Send” via Engagements API.

3.11. Salesforce
• Process Builder: Auto-case creation with response email to administrative inquiry.
• Email Service: Send standardized reply through EmailMessage object.

3.12. Intercom
• Inbox Rule: “Trigger auto-response when message type = ‘Legal Inquiry’.”
• Setting: Canned reply configuration.

3.13. Zendesk
• Trigger: “If ticket subject contains regulatory, send email template X.”
• Email API: Automated replies with macros.

3.14. Freshdesk
• Automation: “Responder” for incoming inquiries tagged “compliance.”
• Feature: Scenario automations with canned response.

3.15. Slack
• Workflow: On new email in shared channel, post summary and link, DM legal admin auto-response button.
• Integration: Slack Workflow Builder “Send Email.”

3.16. Twilio SendGrid
• Dynamic Template: Use sender email as variable for personalized reply.
• API: Trigger v3/mail/send for each new compliance email.

3.17. ActiveCampaign
• Automation: Auto-send follow-up sequence when new admin contact added or replied.
• API: /api/3/contactAutomations.

3.18. Pipedrive
• Smart Email BCC: Automatically reply to all incoming communications (legal intake pipeline).
• Setting: “Workflow Automation” trigger.

3.19. Monday.com
• Automation: New item in "Legal Requests" group triggers templated email to requester.
• Integration: “Email Integration” with external service.

3.20. Asana
• Rule: When task created by inbound email, auto-send reply to sender.
• Integration: “Email Reply” add-on or through webhook.

3.21. Google Apps Script
• Script: When new message matches admin query, trigger mailApp.sendEmail with template.
• Logic: Conditional routing by keywords or sender.

**Benefits**

1. Response times to clients and agencies are reduced to seconds.
2. Ensures strict compliance with legal process communication requirements.
3. Frees up attorney and staff hours spent on routine communication.
4. Maintains a digital record of outgoing communications for policy, audit, and accountability.
5. Supports multiple trigger/response scenarios, custom branding, and escalation if no reply received.