Trigger: On schedule
Runs the workflow on a scheduled interval every hour to process incoming warranty registration emails.
About this template
What this workflow does
Automatically process warranty registration emails using AI to extract PDF data, create customer equipment cards and service contracts in SAP Business One, and handle new customer onboarding when required.
Key benefits
- Automated warranty registration
- New customer onboarding on the fly
- Accurate equipment and contract tracking
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Customize the flow
Build your own version of this workflow
Every module in this template is fully customisable. Add triggers, swap actions, or extend the logic using appse ai's no-code visual builder.
No triggers for Gmail.
Inside the flow
How the template works
appse ai runs this workflow end to end for Gmail — automatically, every single day. Here is exactly what happens when this template runs.
Get unread emails from Gmail
Fetches all unread emails from the Gmail inbox to identify new warranty registration requests.
Get email details from Gmail
Retrieves the full details of each unread email, including body content and attachment metadata.
Get attachment from Gmail
Downloads the PDF attachment from the warranty registration email for further processing.
Decode attachment
Decodes the Base64-encoded PDF attachment into a readable format for AI processing.
Extract warranty data using OpenAI
Uses OpenAI to parse the decoded PDF and extract structured warranty registration data including customer name, email, address, product serial number, and expiry date.
JSON Converter: Parse OpenAI response
Converts the OpenAI response string into a structured JSON object for downstream processing.
Get Customer by Email from SAP Business One
Looks up the business partner in SAP Business One using the customer email extracted from the warranty registration data.
Get Product Details by Serial Number from SAP Business One
Retrieves the product item details from SAP Business One using the product serial number from the warranty registration.
Decision: Customer exists?
Checks whether a matching business partner was found in SAP Business One. Follows two separate paths based on the result.
Path A – Create Equipment Card in SAP Business One
If the customer exists, creates a customer equipment card in SAP Business One linked to the existing business partner.
Path A – Create Service Contract in SAP Business One
Creates a warranty service contract in SAP Business One for the existing customer with the registered product.
Path A – Mark email as read in Gmail
Marks the processed email as read in Gmail to prevent duplicate registration processing.
Path B – Create Business Partner in SAP Business One
If the customer does not exist, creates a new business partner in SAP Business One using the registration data from the email.
Path B – Create Equipment Card in SAP Business One
Creates a customer equipment card in SAP Business One for the newly created business partner.
Path B – Create Service Contract in SAP Business One
Creates a warranty service contract in SAP Business One for the newly created business partner and registered product.
Path B – Mark email as read in Gmail
Marks the processed email as read in Gmail after completing the new customer registration flow.
Business benefits
More than moving data between apps — here is the measurable impact this automation delivers for your team.
01
Automated warranty registration
Automatically processes incoming warranty registration emails, extracts structured data using AI, and registers service contracts in SAP Business One without any manual effort.
02
New customer onboarding on the fly
Handles both existing and new customers — automatically creating business partner records in SAP Business One when no matching customer is found.
03
Accurate equipment and contract tracking
Ensures every registered product is linked to a customer equipment card and an active warranty service contract in SAP Business One for full lifecycle tracking.
01
Automated warranty registration
Automatically processes incoming warranty registration emails, extracts structured data using AI, and registers service contracts in SAP Business One without any manual effort.
02
New customer onboarding on the fly
Handles both existing and new customers — automatically creating business partner records in SAP Business One when no matching customer is found.
03
Accurate equipment and contract tracking
Ensures every registered product is linked to a customer equipment card and an active warranty service contract in SAP Business One for full lifecycle tracking.
Questions & answers
Frequently asked questions
Everything you need to know about this template before you deploy it.
How often does the workflow check for new warranty registration emails?
The workflow runs on a schedule every hour to process unread warranty registration emails from the Gmail inbox.
What information is extracted from the email attachment?
What happens if the customer is not found in SAP Business One?
What SAP Business One records are created during warranty registration?
Is manual intervention required at any step?
Why businesses love appse ai
Discover how appse ai has helped businesses automate processes and achieve growth through our users' success stories.
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
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