Handling Unassigned Mail

Sometimes, 4admin can't automatically assign an incoming email to an LOA record. These emails appear in the Unassigned tab of your Smart Inbox so you can manually triage them.

What Is Unassigned Mail?

There are two types of unassigned mail:

Type	Why It's Unassigned
Encrypted mail	The email uses Microsoft encryption (e.g. .rpmsg), so 4admin's AI cannot read its content. This is by design.
Unmatched LOA mail	4admin's AI flagged the email as LOA-related, but couldn't find a matching policy record (e.g. missing client name, plan number, or provider).

Where to Find Unassigned Mail

Open Smart Inbox from the sidebar. Above the email list you'll see two tabs:

• Inbox — All emails from your connected mailbox (including unassigned ones, interleaved by date)
• Unassigned — Only unassigned emails that haven't been linked to an LOA yet

The sidebar also shows a count of unassigned emails next to Smart Inbox.

Handling Encrypted Emails

Because 4admin cannot decrypt these emails, you need to open them in Outlook and re-upload the content manually.

Steps

1. Select the encrypted email in your Smart Inbox
2. Click Open in Outlook & Upload — this opens the email in Outlook in a new tab and opens the upload drawer
3. In Outlook, view the decrypted email content
4. Back in 4admin, in the upload drawer:
   • Select the LOA you want to link this email to
   • Paste the email body (optional) — copy the email text from Outlook and paste it in
   • Upload decrypted attachments — download and decrypt any attachments from Outlook, then drag-and-drop or browse to upload them
5. Click Link to LoA

The email will be linked to your chosen LOA record, and the uploaded content will appear in the Emails tab of that LOA submission.

Handling Unmatched (Non-Encrypted) Emails

These emails are readable by 4admin but couldn't be matched to a specific LOA — typically because the email doesn't contain enough identifying information (e.g. no policy number or client name).

Steps

1. Select the unmatched email in your Smart Inbox
2. Review the email content on the right-hand side to determine which LOA it belongs to
3. Click Link to LoA
4. Search for and select the correct LOA record from the dropdown
5. Click Link

The email and its attachments will be attached to the LOA record automatically.

After Linking

Once an email has been linked to an LOA:

• It disappears from the Unassigned tab
• The unassigned count in the sidebar decreases
• The email appears in the Emails tab of the linked LOA submission, with a red dot indicating it's new
• You can proceed to create an analysis from the received documents

Dismissing Irrelevant Emails

If an unassigned email is not relevant to any LOA, you can click Not relevant / Mark seen to dismiss it. This removes it from the Unassigned tab without linking it to any record.