Email Queries

The email query feature lets authorized users look up claims by sending a simple email to their company's dedicated inbound address. Results are returned in a reply email.

This feature is ideal for field agents or staff who need quick claim lookups without API access or dashboard login.

Setup

Before using email queries, a company administrator must configure the feature in Settings → Email query within the web dashboard:

  1. Generate an address — creates a unique inbound email address for your company (e.g., [email protected]).
  2. Enable processing — toggle the feature on so incoming emails are processed.

The address can be regenerated at any time, which permanently invalidates the previous one.

How it works

  1. A user sends an email to the company's inbound address with a structured subject line.
  2. The system identifies the company from the recipient address.
  3. The subject line is parsed to determine the query type and parameters.
  4. Results are fetched from the claims database (scoped to the sending company's claims).
  5. A reply email is sent back with the results or an error message.

Rate limiting

Each sender is limited to 10 queries per minute per company. Exceeding this limit returns an error reply.

Sender authorization

Only emails from addresses belonging to registered users of the company are processed. Emails from unknown senders receive an "unauthorized" error reply.

Example flow

To: [email protected]
Subject: PLATE ABC123

Query formats

All query formats are case-insensitive. The keyword and value can optionally be separated by a colon (e.g., PLATE: ABC123 or PLATE ABC123).

Plate lookup

Look up all claims filed by your company for a specific vehicle registration (plate number).

Format

  • Name
    Subject
    Type
    string
    Description

    PLATE <registration> — The vehicle plate number. Automatically normalized (whitespace, dots, and dashes stripped; uppercased).

The response includes all matching claims with their date, type, amount, status, and fault determination.

Plate lookup

PLATE ABC123

Client ID lookup

Look up all claims filed by your company for a client identified by their document number and date of birth.

Format

  • Name
    Subject
    Type
    string
    Description

    ID <number> DOB <YYYY-MM-DD> — The client's identity document number and date of birth.

Optional: document type

You can optionally specify the document type between the ID number and DOB keyword to narrow the search:

  • passport
  • national_id
  • alien_registration

If omitted, the system searches across all document types for the given ID number.

The ID number is automatically normalized (country prefixes like CY- are stripped, whitespace removed, uppercased) before matching.

Client ID lookup

ID CY123456 DOB 1990-05-15

Error responses

When a query cannot be processed, the system replies with an error email explaining the issue.

  • Name
    Empty subject
    Type
    error
    Description

    The email subject line was empty or contained only whitespace.

  • Name
    Unrecognized format
    Type
    error
    Description

    The subject line did not match any supported query format. The reply includes usage instructions.

  • Name
    Unauthorized sender
    Type
    error
    Description

    The sender's email address does not belong to a registered user of the company.

  • Name
    Rate limit exceeded
    Type
    error
    Description

    The sender has exceeded the per-minute query limit.

  • Name
    Feature disabled
    Type
    error
    Description

    The company's inbound email feature is currently disabled by an administrator.

  • Name
    No results
    Type
    info
    Description

    The query was valid but no matching claims were found. A confirmation reply is still sent.

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