Project Intake & Task Management Agent
Turn customer requests into organized projects, without copying details by hand.
The agent reads customer emails and attachments, pulls out SKUs, quantities, specs, and creative direction, and creates complete tickets and sample requests in the project system your team already uses.
Works with the tools your team already uses
Preview · full demo coming soon
Where it starts
Start from the request your customer already sent
- 01
A customer email
A new order, reorder, or sample request lands in a shared inbox, and the agent reads the message and its thread.
- 02
Attachments and artwork
Artwork files, spec sheets, and PDFs attached to the request are read for details and linked to the ticket.
- 03
A request from your team
Forward a message or ask in Slack, and the agent turns that specific request into a ticket.
The impact
Every request becomes an organized project, with the original context attached.
Customer context
Built around a real intake problem
Confirmed customer pain point
The customer service team manually copies SKUs and creative direction from customer messages into project tickets.
What the agent is designed to do
Extract request details and create tickets and sample requests, the first workflow we set up
Link the source message and attachments to every ticket and task
Flag missing or conflicting specifications for staff review
Optionally route tasks, track approvals and samples, and prepare reminders
Pop! Promos confirmed the manual intake problem. The capabilities listed here describe what the agent is designed to do, not Pop! Promos' current setup.
The workflow
How it works, step by step
How does the Project Intake & Task Management Agent turn a customer email into an organized project? Accurate intake comes first: it creates the ticket and sample request, then hands anything uncertain to your team.
- 01
Reads the request
Reads the customer email, the thread, and relevant attachments such as artwork files and spec sheets.
- 02
Extracts the details
Pulls out SKUs, quantities, product specifications, creative direction, artwork references, and sample requirements.
- 03
Creates the ticket and sample request
Prepares a structured project brief, the ticket, any sample request, and the subtasks your team uses, in your existing project system.
- 04
Links the source
Attaches the original message and files to each ticket and task, so every handoff keeps its context.
- 05
Flags gaps for review
Missing or conflicting specifications, like two different quantities or no imprint location, go to a person instead of being guessed.
- 06
Routes and proposes next steps
With your team rules configured, it suggests owners and next steps, and can track pending approvals or samples and prepare reminders.
Before and after
From copying details by hand to reviewing complete tickets
Teams keep working in the software they already use. What changes is who does the copying.
Before
- 01
CS reads each customer message and its attachments.
- 02
SKUs, quantities, and artwork instructions are copied into a ticket by hand.
- 03
A separate sample request is opened somewhere else.
- 04
Missing details are chased over email after the ticket already exists.
With the agent
- 01
The agent extracts the request details from the message and attachments.
- 02
A complete ticket, sample request, and linked tasks are prepared together.
- 03
The original email and files are attached to every ticket.
- 04
Missing or conflicting details are flagged for staff review.
Human review
When details are missing, a person decides
The agent never invents a spec to finish a ticket. Anything it can't confirm from the request is flagged for your team, with the source message beside it.
Missing specifications
No quantity, size run, imprint location, or in hands date. The ticket stays a draft and CS gets the exact question to ask the customer.
Conflicting details
The email says 300 but the attached PO says 250, or the artwork color doesn't match the written direction. Both sources are shown side by side.
Unknown SKUs
A product code that doesn't match your catalog is flagged with the closest matches instead of being substituted.
Unclear ownership
If your routing rules don't cover a request, it goes to a default owner you choose rather than being assigned at random.
Key takeaways
Expandable beyond intake
Cross-team assignments: Routes tasks to owners in sales, art, and purchasing using the rules your team configures.
Project progress tracking: Watches pending approvals and sample requests and shows what is waiting on whom.
Proactive reminders: Prepares reminder drafts when an approval or sample is overdue, for staff to review and send.
FAQ
Questions about project intake automation
Yes. The Project Intake & Task Management Agent reads the customer email and its attachments, extracts SKUs, quantities, specifications, creative direction, and sample needs, and prepares a structured ticket in the project system your team already uses. Anything missing or conflicting is flagged for a person to review before the ticket moves forward.
It handles the first step of every project: turning an unstructured customer request into an organized ticket with linked tasks. Trelium's agent follows your team's intake rules, keeps the original message and files attached, and leaves judgment calls to your staff.
When a customer asks for samples, the agent opens a sample request with the products, quantities, and dates from the message and links it to the project ticket. Tracking pending samples and preparing reminders are optional capabilities you can add once your team's rules are set up.
The agent reads the creative direction, artwork references, and attached files, then prepares a project brief and the subtasks your team uses, such as artwork setup or a proof. Each task links back to the original brief, so nothing is retyped.
Details are extracted once from the source message instead of being copied by hand, and every ticket keeps a link to the original email and attachments. When details are missing or conflict, such as two different quantities, the agent flags them for review rather than guessing.
The agent works in the systems your team already uses rather than replacing them. Trelium connects to common project and email tools such as Asana, Jira, ClickUp, Trello, Gmail, and Outlook, and we confirm your specific system, fields, and intake rules during setup.
Request intake and ticket creation come first. Routing tasks to owners, tracking pending approvals, and preparing reminders are expandable capabilities that run on your team's configured rules, and staff stay in control of anything that needs judgment.
Related use cases
Explore related agents
See it on your workflow
See the Project Intake Agent on your customer requests.
Book a short demo and we'll show how one of your real customer emails becomes a complete ticket and sample request.