MailMatch is an add-on. Please contact your CSM or ask us for more information.
Why MailMatch?
Cinode’s AI-driven MailMatch automates the email request process, delivering precise matching and faster responses to your customers. This results in increased business opportunities and higher occupancy rates for your team.
Key benefits of adding MailMatch
✔️ Save time by focusing only on relevant requests—find the perfect match efficiently
✔️ Enhance precision with matching, uncovering more suitable candidates per assignment
✔️ Boost sales while spending fewer hours on manual tasks
✔️ Accelerate client response times, strengthening customer relationships
What Does MailMatch Do?
MailMatch leverages AI to analyze your incoming email requests, matching them against your consultants and subcontractors. It creates relevant projects with all the provided information, seamlessly organising them into your selected pipeline. From there, you can efficiently manage the role and find the best consultants for the job.
Built-in filtering tools ensure MailMatch focuses on the right opportunities. It aligns requests with your team’s defined working areas and preferences, such as remote work, making sure you’re only presented with the most relevant matches. This ensures your team stays focused, efficient, and successful.
A toggle in the configuration allows you to automatically inherit any responsible from the customer to the newly created projects as sales responsibles.
💡 Ensure that each email contains only one assignment.
What is extracted from emails and matched in Cinode:
Title
Extracted: The email subject line or if no title it will generate a relevant title from the description.
Matched: Helps identify the type of request but does not affect the matching score directly.
Dates
Extracted: Start and end dates for the assignment.
Matched: Compared with the consultant’s availability.
Skills
Extracted: Skills and semantically similar skills mentioned in the email.
Matched: Matched against the consultant’s registered skills.
Skill level
Extracted: The skill level is captured when specified, or estimated based on years of experience (according to Kammarkollegiet’s guidelines).
Matched: Compared with the consultant’s skill level to improve accuracy.
Email body
Extracted: Relevant text used to identify requirements, roles, and details.
Matched: Supports the skill detection and enriches the requirement profile.
Location
Extracted: If a location is mentioned in the email or project description, it will be added to the project in Cinode.
Matched: Matching is done per team based on the team’s office location. You can set the matching radius in the mail-match configuration for each team. The match is included as part of the overall matching score shown in Microsoft Teams.
Attachments
Extracted: Information from attached documents such as specifications.
Matched: Included in the same matching logic as the email text.
Extent
Extracted: Work extent, such as hours per week or percentage.
Matched: Compared with the consultant’s desired or available workload.
Prerequisites
Before you start, make sure you have:
A shared email inbox to connect to Cinode.
Outlook: Create or choose a Shared Mailbox where incoming requests land.
Note: An Entra admin must approve the app for both email and Teams.
A Teams channel where incoming email notifications will appear.
A Cinode pipeline and stage selected (or created) for converting qualified emails into Cinode projects.
This information will be filled in during the configuration.
For Gmail (Google Workspace) - contact us to explore available options.
Set up MailMatch
Once you’ve signed up for MailMatch, follow these steps to get started.
1. Set up your account
You will receive an email from us containing a link and your account details.
Click “Create your password” to complete your account setup.
Note: Save your password — you’ll need it in step 2.
2. Log in to Prismatic
Go to Prismatic Login
Log in using your credentials.
3. Configure MailMatch
Once logged in, go to the Marketplace.
Find MailMatch for Outlook and click Configure.
Follow the on-screen instructions to complete the configuration.
4. Initial configuration
The first page shows predefined information.
Click Next.
5. Connect the required instances
Click Next.
When prompted, select and connect the necessary instances to complete the setup.
6. Configure customer matching and settings
Click Next.
Select the customer from your Cinode instance.
Choose whether to match the customer to existing customers.
Add the pipeline.
Select which attachment types should be included.
Choose whether to inherit the customer responsible.
7. Set pipeline stage and skill-match settings
Select the minimum percentage match between consultant skills and skills
identified in emails — this controls how exact the match should be. (You can change this later but recommendation is 20-30%)
Read more here - MailMatch FAQIf you want to match against your defined skill sets, enable that option.
Select the team to apply matching to. If a location appears in the email or project description, it’s added to the project. When location is used as a requirement, the team’s office location becomes the basis, and you can set the matching radius. This is included in the overall match score in Microsoft Teams.
8. Choose the team
Select the team that MailMatch should use.
9. Select the Teams channel
Choose the Microsoft Teams channel that MailMatch should use for notifications.
10. Select the shared inbox and mail folder
Choose which shared inbox
Select the mail folder to use.
11. Finalize and confirm
Select the portals you want to connect.
When the configuration is complete, review your settings.
Click Save to confirm.
You’re now ready to start using MailMatch for Outlook.
Add users or view logs for your Prismatic account
To add a new user to your Prismatic account, go to Users and click Add User.
To view logs or monitor activity, navigate to Logs from the main menu.
Cinode offers a wide range of scheduled and event-driven notifications to Slack or Teams! Read more about the Teams & Slack Integrations here!