Executive Email Intelligence Officer

# YARNS & COLORS | OPEN AI MISSION 001 ## Executive Email Intelligence Officer ### Building an AI Digital Employee for Executive Email Intelligence **Company:** YARNS & COLORS / 锦祥纺织科技（苏州）有限公司 **Location:** Suzhou, China **Engagement:** Paid Project / Milestone-Based Delivery **Open To:** Independent AI Builders, AI Workflow Architects, AI-Native Studios, and Small Technical Teams --- ## 1. What We Want to Build YARNS & COLORS is moving AI from a productivity tool toward a **Digital Workforce** responsible for defined business functions. This project is not another email summarizer or replacement email client. Our long-term objective is to build an: **Executive Email Intelligence Officer** — an AI Digital Employee that monitors authorized executive email communications, protects management attention, identifies what truly matters, and eventually coordinates executives, people, information, and other Digital Employees. --- ## 2. Long-Term Roadmap ### Phase 1 | Read, Understand & Detect The Digital Employee should: * Understand incoming emails * Determine executive relevance and priority * Detect critical events * Alert management when immediate attention is required * Identify longer-term organizational, customer, and operational signals **This is the scope of the current Mission.** ### Phase 2 | Assist, Follow Up & Track Future capabilities may include response drafting, task and commitment extraction, follow-up reminders, unresolved issue tracking, customer relationship monitoring, cross-thread event linking, and converting executive instructions into actions. ### Phase 3 | Act & Coordinate Future capabilities may include controlled email sending, delegation, enterprise information retrieval, execution tracking, and coordination with the Meeting Intelligence Center and other Digital Employees. ### Phase 4 | Executive Intelligence With sufficient historical data, the system may support customer intelligence, operational risk detection, organizational communication analysis, recurring management issue detection, commercial opportunities, and executive decision support. --- ## 3. Scope of This Mission **This engagement covers Phase 1 only.** Phases 2–4 describe the long-term direction and are **not included in the current quotation or acceptance scope**. However, Phase 1 must be designed so future phases can be added **without a complete rebuild**. We want a focused MVP, not a disposable prototype. --- ## 4. Phase 1 — Three Core Responsibilities ### Mission 01 | Priority Intelligence When an authorized email arrives, the Digital Employee should determine: **Does this email deserve executive attention?** Suggested classifications: 1. Immediate Attention 2. Action / Decision Required Today 3. Reference / Observation 4. Filter / No Executive Attention Required Assessment should consider: * Sender identity * Direct recipient vs. CC * VIP customer or stakeholder status * Email-thread context * Deadlines and urgency * Complaint or risk language * Whether executive response, confirmation, decision, or intervention is required Important classifications should include a concise reason and traceability to the source email. ### Mission 02 | Executive Alert The system should notify management when important events are detected, including: * Customer complaints or escalations * VIP customer communications * Major order-risk signals * Communications from designated executives or important stakeholders * Requests requiring immediate executive response, confirmation, or decision * Situations that may materially affect important customer relationships Alerts should follow: **Who → What happened → Why it matters → Required action → Deadline → Original source** Messages in the same thread should be consolidated to avoid repetitive alerts. ### Mission 03 | Organizational Intelligence The system should analyze both emails addressed directly to executives and authorized emails where executives are copied. Over time, it should identify objective signals such as: * Increasing response times * Repeated unresolved issues * Responsibilities repeatedly transferred * Persistent cross-department inconsistencies * Repeated customer complaints * Increasing operational-risk frequency These signals should support: **Weekly Intelligence Pulse** **Monthly Executive Intelligence Report** Each insight should retain supporting evidence, observation period, and sample basis. The AI should identify **signals and patterns**, not make unsupported judgments about individual employee performance. --- ## 5. Existing Enterprise Environment The company uses a: **Company-Hosted Microsoft Exchange Environment** This is not a standard Microsoft 365 cloud mailbox environment. The Builder should propose a secure integration method based on the Exchange version and IT environment, potentially including IMAP, EWS, or other suitable enterprise interfaces. Phase 1 should primarily operate in read-only mode and must: * Access only authorized mailboxes * Avoid disrupting existing multi-device email usage * Avoid unnecessary changes to read/unread status * Not automatically send or modify emails * Not require ERP / CRM / OA integration --- ## 6. Multilingual Requirement The architecture must support **multilingual processing**. Real communications may include Chinese, English, Japanese, Italian, French, and other languages. Phase 1 may primarily test Chinese and English, but additional languages must be supportable through mature multilingual LLM, translation, and language-processing capabilities without fundamental architectural changes. --- ## 7. Development Philosophy Builders are encouraged to use mature technologies such as: * LLMs * OCR and document parsers * Workflow automation frameworks * Databases / vector databases * Translation capabilities * RAG components * APIs and enterprise integration tools Our evaluation focuses on: **Business Understanding × AI Orchestration × Integration × Reliability × Security × Scalability** We want Builders who know which technologies to use, how to connect them, and how to turn them into a Digital Employee that works in a real enterprise. --- ## 8. Phase 1 Deliverables At minimum: 1. Secure integration with authorized Exchange mailboxes 2. Priority Intelligence 3. Executive Alert 4. Basic email-thread recognition and deduplication 5. VIP / critical-rule configuration 6. Organizational Intelligence 7. Weekly / Monthly Intelligence Reports 8. Multilingual email understanding 9. Feedback / correction mechanism 10. Logging and exception monitoring 11. Source code and workflow configuration 12. Deployment documentation 13. Disclosure of third-party services and recurring costs 14. Recommended technical path for Phases 2–4 --- ## 9. Pilot Scope The initial pilot is limited to: * 1–3 authorized executive mailboxes * Real enterprise email data * Common business attachments where necessary * No ERP / CRM / OA integration * No automatic email sending * No large-scale multi-user frontend * No company-wide deployment The objective is to prove: **The Digital Employee can materially reduce low-value executive email reading without missing information that genuinely requires management attention.** --- ## 10. Indicative Budget & Timeline ### Phase 1 Budget **USD 3,000–6,000** This is a general reference, not a fixed ceiling. Proposals outside this range may be considered if they demonstrate additional value or a materially stronger delivery approach. ### Target Timeline **4–6 weeks** Alternative timelines may be proposed with clear justification and milestones. All recurring or third-party costs — including LLM usage, APIs, cloud infrastructure, storage, OCR, software licenses, databases, and other services — must be disclosed separately from development fees. --- ## 11. Milestone-Based Payment * **20%** — Architecture / Workflow / Acceptance Plan * **30%** — Priority Intelligence + Executive Alert * **30%** — Organizational Intelligence + Pilot Testing * **20%** — Final Acceptance + Deployment + Documentation + Handover Final milestones will be defined in the SOW. --- ## 12. What We Expect in Your Proposal Please address: 1. Your understanding of the business problem 2. Proposed Phase 1 design 3. How Phases 2–4 can be added without rebuilding 4. Exchange integration approach 5. Models, tools, frameworks, and third-party services 6. Multilingual processing approach 7. Enterprise data protection 8. Relevant projects personally delivered 9. Who will perform the development 10. Proposed timeline 11. Fixed project quotation 12. Expected recurring third-party costs 13. Recommended maintenance model and cost 14. The three biggest technical or delivery risks Please begin your proposal with: **EMAIL INTELLIGENCE MISSION 001** Selection will not be based on the lowest price alone. We will evaluate: **Business Understanding × Architecture × Execution × Security × Maintainability × Cost** Strong performers may be invited to later phases and additional YARNS & COLORS Digital Workforce Missions. Detailed internal workflows, enterprise data, system credentials, and full acceptance criteria will only be shared with shortlisted candidates under appropriate confidentiality arrangements.

Project ID: 40683526