Smart Submissions¶

Smart Submissions (also called Send Flow) is a Workbench module that monitors a shared email mailbox. Inbound submission emails are processed using AI text extraction and OCR on PDF attachments. The extracted data pre-populates the risk submission form, reducing manual data entry.

How it works¶

A shared mailbox receives an inbound submission email
Workbench polls the mailbox at a configured interval
AI and OCR extract data from the email body and PDF attachments
The email appears in the Smart Submissions view with a processing spinner
Once complete, it moves to the Not Known column, ready for triage
A user reviews the email, assigns priority, and clicks New Risk
The submission form opens with AI-suggested values highlighted in green
The user reviews, corrects, and submits — creating the risk as normal

Enabling Smart Submissions¶

Smart Submissions requires two config changes:

Set features.smartSubmission: true in ui_config.json
Configure the smartSubmission block in ui_config.json (see below)

The backend polling behaviour (gmailSyncPeriodInSeconds, ruleBasedTriageEnabled) is configured in be_config.json under smartSubmissionConfiguration. Mailbox credentials and connection details are set in dynamodb/{env}/data.json.

be_config.json settings¶

Setting	Description
`smartSubmissionConfiguration.gmailSyncPeriodInSeconds`	How frequently the mailbox is polled (base repository default: 60 seconds)
`smartSubmissionConfiguration.ruleBasedTriageEnabled`	Enable/disable automatic rules-based triage
`smartSubmissionConfiguration.useRiskTagsForEmailRiskStatus`	When `true`, email risk status is derived from risk tags

ui_config.json — smartSubmission block¶

The smartSubmission block in ui_config.json controls the UI behaviour of the Smart Submissions module. All fields below are from the UiConfigSmartSubmission interface in the platform source.

Email board¶

"emailRiskBoard": {
  "defaultSortOrder": "DESC",
  "emailRiskQueryParams": {
    "pageSize": 20
  },
  "cardHighlightDuration": 3000
}

Field	Description
`emailRiskBoard.defaultSortOrder`	Default sort order for the email board — `"ASC"` or `"DESC"`
`emailRiskBoard.emailRiskQueryParams.pageSize`	Number of emails to load per page
`emailRiskBoard.cardHighlightDuration`	Duration in milliseconds that a card remains highlighted after an action

SLA configuration¶

The serviceLevelAgreementConfig block controls the SLA countdown timers shown on each email card. Timers are configured per processing status using the exact RiskProcessingStatus string values:

"serviceLevelAgreementConfig": {
  "TRIAGE_P1": {
    "limit": 480,
    "warning": 360,
    "danger": 240
  },
  "TRIAGE_P2": {
    "limit": 1440,
    "warning": 1200,
    "danger": 960
  },
  "TRIAGE_P3": {
    "limit": 2880,
    "warning": 2400,
    "danger": 1920
  }
}

All time values are in minutes.

Field	Description
`limit`	Total SLA time in minutes — the card turns red when this is exceeded
`warning`	Minutes elapsed at which the card turns amber
`danger`	Minutes elapsed at which the card turns darker red (imminent breach)

The valid status keys for Smart Submissions SLA are NOT_KNOWN, TRIAGE_P1, TRIAGE_P2, TRIAGE_P3, and EMAIL_DECLINED. See Enum Reference for full status definitions.

Folders¶

"folders": {
  "primaryFolders": ["Inbox", "Sent", "Archive"]
}

primaryFolders defines the folder names shown in the inbox sidebar. Set these to match the folder structure in the connected shared mailbox.

Form behaviour¶

"form": {
  "hideSuggestionsFor": ["insuredName"],
  "redirectToRiskDetailsPageAfterSaving": true
}

Field	Description
`form.hideSuggestionsFor`	Array of submission field keys for which AI suggestions should not be displayed. Valid values are `SubmissionField` enum values (e.g. `"insuredName"`, `"inceptionDate"`).
`form.redirectToRiskDetailsPageAfterSaving`	If `true`, saving the risk from the Smart Submission view redirects to the risk detail page rather than returning to the email inbox.

Feature toggles¶

Flag	Type	Description
`enableEmailReply`	boolean	Allows users to reply to emails directly from within Workbench
`enableAddNewFolder`	boolean	Allows users to create new inbox folders from the UI
`enableAttachRiskDocumentsToEmail`	boolean	Allows attaching risk documents when replying to an email from Workbench
`enableRestartPipeline`	boolean	Allows the AI extraction pipeline to be restarted for an email
`showAddAttachments`	boolean	Shows the add-attachments control in the Smart Submission form

Inbox search¶

"inbox": {
  "searchEnabled": true
}

Enables or disables the search bar in the Smart Submissions inbox.

Data export¶

"exportData": {
  "enabled": true,
  "defaultKeys": ["insuredName", "inceptionDate", "premium"]
}

Field	Description
`exportData.enabled`	If `true`, the export-to-CSV button is visible in the Smart Submissions inbox
`exportData.defaultKeys`	The submission field keys that are included by default in the CSV export

Email submission summary¶

"emailSubmissionSummary": {
  "formTabs": ["RISK_DETAILS", "COVERAGES"]
}

formTabs defines which sections of the submission form are shown in the email summary panel alongside the email. Values must be valid FormTab enum values for your core platform version — confirm with your delivery lead.

Attachment preview¶

"hideAttachmentPreviewForExtensions": [".eml", ".msg"]

File extensions for which the inline attachment preview is suppressed. Users can still download these file types; they just won't render an inline preview.

Date format¶

"emailDateFormat": "DD/MM/YYYY HH:mm"

Date format used when displaying email timestamps in the Smart Submissions view. Uses standard Moment.js format tokens.

Mailbox setup¶

Smart Submissions requires a dedicated shared mailbox — one per line of business (one-to-one relationship).

The mailbox is connected to Workbench by the DevOps/infrastructure team
Users forward inbound submission emails to the shared mailbox, or the client configures routing rules

Warning

Individual user inboxes are never connected to Workbench. Only dedicated shared mailboxes are supported. Coordinate mailbox provisioning with DevOps well in advance of go-live.

Kanban columns¶

Column	Status value	Meaning
Not Known	`NOT_KNOWN`	Email processed but not yet triaged. Default after AI processing.
High	`TRIAGE_P1`	Marked as high priority
Medium	`TRIAGE_P2`	Marked as medium priority
Low	`TRIAGE_P3`	Marked as low priority
Decline	`EMAIL_DECLINED`	Triaged as a decline — no new risk will be created

AI and OCR processing¶

Process	What it does
OCR	Extracts text from PDF attachments using optical character recognition
AI text analysis	Identifies submission form field values from the email body and extracted text
AI summary	Generates a human-readable summary shown at the top of the submission form

Note

Image files (PNG, JPG, GIF) are not processed by OCR or AI — they appear as attachments but will not yield extracted data. Only PDF attachments are processed.

Rules-based triage¶

When ruleBasedTriageEnabled is true, the rules engine evaluates incoming emails and can automatically assign triage status or route emails based on configured rules. This enables straight-through processing for predictable submission types.

Linking emails to existing risks¶

Not every inbound email is for a new risk. From the Smart Submissions view:

Link to existing risk — search for and attach the email to an existing risk record
Show on dashboard — jump to the corresponding risk card on the main Kanban board