Playbook: School Admin Intake

Objective

Streamline the processing of school-related correspondence, extracting dates for school activities and archiving official documents.

Pre-requisites

• Paperless-ngx
• n8n
• Google Calendar

Step-by-Step Flow

1. Filter: n8n monitors the Inbox via IMAP for emails from @school.edu or containing keywords like "Activity", "Field Trip", "Grade".
2. Archive: The email and any attachments are sent to Paperless-ngx with the document type SchoolCorrespondence and the tag School.
3. Analyze: Paperless-AI triggers on the document creation to perform a RAG-based analysis.
4. Extract: Specifically look for:
   • Activity Date/Time
   • Consent required (Yes/No)
   • Deadline for consent
5. Sync:
   • If an activity date is found, add it to the School Calendar in Google Calendar.
   • If consent is required, create a task in Vikunja tagged Consent.

Data Contract

Defined in Classification Standards.

Failure Modes & Recovery

• Ambiguous Dates: "Next Friday" extraction issues.
  • Detection: LLM confidence score < 0.8.
  • Recovery: Tag document as manual-verification.

Variants

• Direct Scan: Scanning a physical permission slip brought home by the student.