A case on how a global firm reduced operational friction by auto-converting incoming emails into PDFs and making them instantly searchable via a smart bot in MS Teams using Copilot Studio Agent.
The Client
The client is an American asset management MNC with billions in AUM as of 2025. Known for its disciplined investment approach, the firm offers a wide range of financial products and services, including mutual funds, separately managed accounts, and alternative investment strategies. It supports financial advisors and individual investors with access to both institutional-grade insights and portfolio solutions, spanning fixed income, equities, and alternative asset classes.
Challenges Faced by the Client
In asset management, timely access to market data, portfolio updates, and investment reports is critical. Senior executives regularly share such information through internal emails, ranging from regulatory updates to daily financial summaries. These communications directly impact trading decisions, client reporting, and operational efficiency.
However, handling and retrieving these emails was far from efficient in the client’s case. Here are the actual scenarios:
- Too Many Emails, Scattered Everywhere: Most of the key updates came through emails, sent by top management to different staff members. Each message carried something important, but there was no central place to keep track of it all.
- Manual Downloading, Every Single Time: After receiving the email, staff had to open it, download the files, and store them in folders manually. This became part of their daily routine and took up a lot of time.
- Slow and Frustrating Data Search: When someone needed a specific file or message later, they had to dig through their inbox. This often meant searching for keywords, dates, or senders, hoping to find the right one.
- No Backup if Someone Missed It: If a person forgot to download or lost track of a file, there was no fallback. The whole system depended on individuals always staying on top of their inboxes.
- Email Body Content Often Ignored: Even if a message had valuable information typed directly in the email (not attached), it was easy to miss or forget.
Solutions
We understood the client’s challenge and recommended a solution using Power Automate’s intelligent automation capabilities to streamline how email information is stored, accessed, and retrieved. Here’s how the process was set up:
- Email Monitoring Trigger Set Up: First, a Power Automate flow was created to monitor incoming emails in real time, irrespective of the sender, subject, or content type.
- Automatic Conversion to PDF: As soon as an email was received, both the email body and any attachments were automatically converted into PDF format.
- Knowledge Base Linked to Copilot Agent: This PDF is uploaded to a test agent (bot) built using Copilot Studio and Agentic AI. The bot used this Knowledge Base (KB) to fetch relevant information on request.
- Bot Embedded in Microsoft Teams: Finally, we made the bot available as a Teams app. Any staff member could install it and simply type a question or prompt, and the bot would instantly respond with the needed data, regardless of when and how the email was originally received.
- Captures Text from Images and Tables from Email Body: The system parses HTML email bodies, including embedded images and tabulations, using OCR (Optical Character Recognition) to extract readable text from those visuals.
Technology Stack
Solutions Benefits
Our Agentic AI-based intelligent automation setup changed the way the teams were handling emails, ensuring information is accessed, shared, used, and retrieved quickly and efficiently. Here are the key benefits the client saw post-implementation:
- Highly Accurate Responses: The AI bot delivered highly accurate responses based on stored emails and files, with an accuracy rate of over 95%. This gave the team confidence in the information they received.
- Faster Access to Information: Staff no longer had to search inboxes or folders. The bot returned answers instantly, even for emails received months ago.
- All Content, Always Captured: Whether the data was typed in the email body or sent as an attachment, everything was automatically converted and stored. Nothing got missed.
- Time Saved on Repetitive Tasks: The manual work of downloading, filing, and searching through email documents was fully removed. Staff could now focus more on analysis and action.
- Smooth Integration with MS Teams: Since the bot lives inside the Teams app, users need not learn anything new. They simply typed their question like a chat message and got the answer.
- Citations Included for Every Output: Every time the bot returned a response, it also showed a superscript citation, linking to the original email or file’s location. This helped users double-check or trace the source when needed.
Conclusion
By building an AI-powered automation layer over everyday communication, we solved a productivity issue and helped them institutionalize knowledge and fasten action across the board. This solution now serves as a blueprint for scalable, intelligent automation within the firm, built on tools they already trust, with zero disruption to existing workflows. UB Technology Innovations, Inc.’s expertise always focuses on filling process gaps with practical, scalable automation solutions, especially for asset management and finance firms where information flow directly impacts business outcomes.
About Us
UB Technology Innovations, Inc. (UBTI) is a leading global technology solution provider with over 3 decades of experience across all industries, specializing in Capital Markets, Logistics, and Healthcare. We are the preferred Microsoft Solutions Partner backed by a world-class team of Microsoft Certified experts with rich experience in Azure Cloud Platform and Data Analytics.
Winner of the prestigious Azure
Synapse Hackathon 2021 award
One of the Top 10 winners of the
Microsoft’s Azure AI & ML Workathon