List from email — how it works

_Last checked: 2026-08-21 (CAV-018 — upload now works)._

Got an email listing issues from a resident, a community, or a client? This page helps you turn that list into a table you then enter into Desk yourself — it does not upload it automatically.

Before you start

You need to have your buildings already added in Desk — the page lists their names in the prompt so the AI cannot invent names that don't exist.

Step by step

• Open "List from email" in the menu.
• Copy the ready-made prompt using the button on the page.
• Paste it into any AI (ChatGPT, Claude, Gemini — any of them works).
• Paste the email content below the prompt and send it.
• The AI returns a CSV table with the issues it recognized.

What you get

You get an organized table: building, category, type, title, description, due date. You can open it in Excel — or upload the CSV file right there on the same page, in the "Upload to Desk" section. Desk shows you a preview first: which rows will be saved, and which were rejected and why. Confirm, and the cases land in your report list without manual re-entry.

⚠ Uploading the same file twice creates duplicates. The system does not check whether a case already exists — if you upload the file again (say, because you weren't sure the first import worked), the cases from the first upload will be duplicated. Before trying again, check the report list with the "from CSV file" filter (in Reports → Source filter) to see what already went through.

⚠ Large files (over 100 rows) need to be split. A single upload has a row limit — for a longer list, split the file into smaller parts and upload each one separately.

Common mistakes

• A row with no recognized building — the AI couldn't match a name from the

email to your building list unambiguously. That row is rejected at the preview step — add the case by hand instead.

• Two buildings share the same name — import never guesses which one. The

row is rejected; add the case by hand and pick the right building yourself.

• Wrong due date or category — the AI sometimes gets it wrong. Always

review the preview before confirming, especially dates.

• Import interrupted midway (closed tab, dropped connection) — some rows

may have been saved, others not. Check the report list with the "from CSV file" filter before uploading again — otherwise you risk duplicates.

• Personal data in the email — the AI you use is your own tool, not our

data processor. Remove anything from the email you don't want sent to a third party before pasting it in.