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Automate your workflows with email. Send any email to your ChemCloud AI email address, and ChemCloud AI will read the email, classify it, then upload or update data in ChemCloud for you.

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What is it?

You can find your unique ChemCloud AI email address on the settings page here. It should look like [email protected]. Forward any email to this address and ChemCloud AI will:
  • Read the email
  • Classify it (as a quote, order update, document)
  • If relevant, update your data in ChemCloud.
You can see a log of all incoming emails and how they are classified in the AI settings. For example:
  • A supplier sends you a quote, fwd it to ChemCloud AI and it will upload the quote for your review in the platform
  • A supplier sends you an order confirmation, fwd it to ChemCloud AI and it will update the status and ETA of your order
  • A supplier sends you a COA, fwd it to ChemCloud AI and it will attach the COA to the relevant order

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Integrate ChemCloud AI in your workflow using an email group

Instead of manually forwarding every email to ChemCloud AI, you can ensure that suppliers send emails to an email group and include your ChemCloud AI email as part of that group. When an email is sent from ChemCloud (e.g. an RFQ), the supplier is instructed to reply to a defined email address (e.g. [email protected]). Email Group Instructions Pn This email address should be set up as an ‘Email Group’. This means that multiple people can receive emails sent to that address. You should include relevant purchasing team members on the email group (so that they can see relevant emails.). You should also add your custom ChemCloud AI email ingestor to the group so that emails can be read by our AI Quote Ingestor. This means that all quotes from all of your suppliers will be uploaded into the platform for you.

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How to set up an email group

Setting up an email group should be quite straightforward, although it can change depending on which version of email provider you are using. The main things to look out for are:
  • Make sure multiple email addresses can be members of the group
  • Ensure that external email addresses can be part of the email group
We recommend calling the group a variation of [email protected] or [email protected].

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Generic instructions for how to setup an email group in Microsoft Office

Here are some generic instructions on how to setup an email group in Microsoft Office. If these don’t work - you might be best to ask ChatGPT how to set it up with your version of Microsoft.

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📧 How to Create an Email Group in Microsoft 365 (Outlook) with External Addresses

👥 Step 1: Go to the Microsoft 365 Admin Center
  1. Sign in to admin.microsoft.com with your admin account.
  2. In the left-hand menu, go to Groups > Groups.
  3. Click “Add a group”.
📂 Step 2: Choose the Group Type
  1. Choose Distribution (for a standard mailing list).
  2. Click Next.
#📝 Step 3: Set Group Name and Description
  1. Enter a Group name (e.g. Customer Onboarding)
  2. Optionally, fill out a description to help others understand the group’s purpose.
  3. Click Next.
🧑‍🤝‍🧑 Step 4: Add Members (Including External Emails) Add internal members:
  1. Search for and select your team members.
Add external members:
  1. You must first create them as Contacts in your Microsoft 365 environment:
    • Go to Admin Center > Users > Contacts.
    • Click “Add a contact”.
    • Fill in the name and external email address (e.g., [email protected]).
    • Click Add.
  2. Once created, go back to your group setup and add the external contact(s).
⚙️ Step 5: Configure Group Settings
  1. Set whether users outside your organization can send to the group.
  2. Choose whether group members can view messages in Outlook.
  3. Click Next, review the settings, and click Create group.
🛠️ Optional: Manage Group Later You can manage group settings later via:
  • Microsoft 365 Admin Center > Groups
  • Or directly in Outlook (web) under People > Groups