- Does the Email Agent send replies automatically?
- Which system does the agent use for document retrieval?
- How do I trigger the agent to process a broker email?
- What happens if the agent cannot match a broker email to a renewal record?
- How long does it take to process an email in the Merlo AI – Insurance folder?
- Where are insurance documents stored after processing?
- Can I upload documents via Teams instead of using the Outlook folder?
- Does the agent handle commercial tenant details automatically?
- What general enquiry types does the agent support?
- What information must I include when requesting a document or update?
- Can the agent compare multiple insurance quotes at once?
- What if a feature described here is not visible in my account?
Does the Email Agent send replies automatically? #
No. The Email Agent never sends anything automatically. All outbound communications; committee emails, broker requests, and owner replies; are drafted by the agent and presented to you for review. Nothing is sent without your explicit approval. This applies to every type of communication the agent handles.
Which system does the agent use for document retrieval? #
The agent retrieves documents; by-laws, AGM agendas, AGM minutes, and insurance certificates; from SMATA. All other data, including owner records, tenant details, levy information, plan details, and insurance renewal records, is drawn from Strata Master.
How do I trigger the agent to process a broker email? #
Drag and drop the broker’s email directly into the Merlo AI – Insurance folder in Outlook. Do not forward the email; forwarding does not trigger the agent. After dropping the email, allow up to 5 minutes for processing. Once complete, a committee email draft will be ready for your review.
What happens if the agent cannot match a broker email to a renewal record? #
If the agent cannot automatically identify the relevant renewal record from the broker email, it will flag the email for your attention. You can then manually link the document to the correct record from the Dashboard, or upload it via the Teams chat and specify the strata plan number directly.
How long does it take to process an email in the Merlo AI – Insurance folder? #
Processing typically takes up to 5 minutes. After that, the committee email draft will be ready for your review in Outlook or the Dashboard. Allow the full 5 minutes before following up; do not re-drop the email if it has not appeared yet, as this may cause duplicate processing.
Where are insurance documents stored after processing? #
All documents; proposals, Certificates of Currency, and invoices; are uploaded to SharePoint and linked to the relevant strata plan’s renewal record in the Dashboard. Clickable document links are available in the Dashboard once processing is complete.
Can I upload documents via Teams instead of using the Outlook folder? #
Yes. You can upload any strata document directly in the Merlo AI Teams chat. Attach the file, then include the strata plan number and document type in your message. The agent will upload it to SharePoint and link it to the correct record in Strata Master and the Dashboard. This method is particularly useful for documents received outside of email.
Does the agent handle commercial tenant details automatically? #
Yes. For strata plans with commercial lots, the agent automatically contacts commercial lot owners overnight to confirm current tenant details before the broker is engaged for a renewal. Strata Master is updated with the confirmed information. This step requires no action from you; it is triggered automatically once renewal instructions are submitted in the Dashboard.
What general enquiry types does the agent support? #
The agent handles requests for additional keys and FOB access, renovation approvals, Section 184 certificate enquiries and applications, pet approvals, financial hardship assistance, strata committee nominations, levy due dates and outstanding balances, strata plan details, and corporate notes; all sourced from Strata Master where applicable. All reply drafts are presented for your review before sending.
What information must I include when requesting a document or update? #
For document requests, always include the strata plan number and (where applicable) the meeting date or year. For owner or tenant information updates, always include both the strata plan number and the lot number. These details allow the agent to match the request to the correct record in SMATA or Strata Master. Missing details may result in the agent requesting clarification before it can proceed.
Can the agent compare multiple insurance quotes at once? #
Yes. You can upload two or more insurance proposals directly in the Merlo AI Teams chat and ask the agent to compare them side by side. This is useful before a committee meeting when the committee needs to decide between competing offers. You can also ask for an individual summary of each proposal separately.
What if a feature described here is not visible in my account? #
If a feature described on this page is not visible or available in your account, contact the Merlo AI support team at support@merlo.ai to confirm your access level. Some features may require a specific plan or additional configuration.
