EDFlow Mail
EDFlow Mail for the company team: shared mailboxes, AI triage of every inbound email, rules, hybrid search, support tickets with auto-acknowledgement, and the rule that mail never carries patient health information.
EDFlow Mail is the team email system of the company that runs EDFlow, at https://mail.edflow.space. It is for company correspondence (support, partnerships, hospital IT, integration requests), never for patients and never for patient information. Hospital staff don't use it.
No patient health information by email
Mail must never contain personal health information. The info and support mailboxes show a banner and add an automatic footer asking senders not to send personal health information by email.
Who can use it
Only platform administrators and mail agents (company staff), and only for the mailboxes they are members of. Patient, staff and hospital roles have no access, and anyone else gets "not found" on the mail host. Every read of a message body and every send is audited.
Mailboxes
Shared mailboxes for admin, info and support at edflow.space. The list comes from configuration, so more can be added without code. Each mailbox has a display name, a signature, members, and an optional auto-acknowledgement.
The inbox
A three-pane layout: mailboxes and folders on the left, the message list in the middle, the reading pane on the right.
- Folders: Inbox, Important, Assigned to me, Snoozed, Sent, Drafts, Archive, Spam, Trash.
- Smart folders by AI category: Support, Leads, Hospital IT, Integration requests, Security, Notifications, each with a count.
- List rows: sender, subject, snippet, a one-line AI summary, category chip, importance star (you can override it), priority, ticket number, assignee and time. Tabs: All, Unread, Important.
- Keyboard:
j/kmove,earchive,#trash,sstar,rreply,/search,gtheniinbox.
Triage
Every inbound email is parsed and triaged automatically: category, important or not, priority (P1 to P4), spam or phishing, sentiment, language, a summary, extracted organisations, people and products, a suggested reply and proposed actions. SPF, DKIM and DMARC results appear as a badge; failures lean toward spam.
Important means a real person needs a human response soon, or it concerns security, legal, billing or a hospital partner, or the sender is on the VIP list. Notifications, newsletters, cold outreach and spam are not important.
If the triage agent is unavailable, a built-in classifier with the same output takes over, so triage never silently stops. Each result records which path produced it.
The reading pane
- The message rendered safely (sanitised HTML in a sandbox, remote images blocked until you choose Load images), the authentication badge and attachments (executables blocked; downloads through short-lived links).
- The AI panel: summary, entities, why it's important, proposed actions as buttons (create ticket, assign, label, mark as spam) and a suggested reply.
- The reply composer, with Draft with AI, the mailbox signature and Send.
The AI never sends email on its own, never follows instructions inside an email, and never opens links or attachments. A draft always needs a person to send it.
Rules
Settings → Rules is a visual builder. Conditions: from, to, subject or body patterns, category, important, authentication failure. Actions: label, move, assign, mark important, send the auto-acknowledgement template, create a ticket, notify internally. Rules run before AI triage, in order. Test against the last 50 emails previews what a rule would do.
Search
One search bar with a hybrid AI and keyword toggle. Ask in plain language, for example "emails from a hospital about HL7 last week", and get results plus an Ask your inbox answer card that cites the messages it used.
Tickets and auto-acknowledgement
For the support mailbox, a rule can create a ticket number (for example EDF-000123) and send the fixed auto-acknowledgement template with it. Ticket status, first response and closing times are tracked. Auto-acknowledgements come only from fixed templates, never from model output.
Retention
Spam and trash are purged after 30 days. Everything else is kept per configuration (2 years by default). Admins receive a daily digest at 08:00 Toronto time.
Related
- Vulnerability disclosure for security reports
- Subprocessors
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