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Playbook: School Admin Intake

Objective

Streamline the processing of school-related correspondence, extracting dates for school activities and archiving official documents.

Workflow Architecture

flowchart TD
    A[School Email Inbox] --> B{n8n IMAP Filter}
    B -->|Match| C[Send to Paperless-ngx]
    B -->|No Match| Z[Skip]
    C --> D[Trigger Paperless-AI]
    D --> E[RAG Analysis & Extraction]
    E --> F{Extraction Successful?}
    F -->|Activity Date| G[Sync to Google Calendar]
    F -->|Consent Required| H[Create Vikunja Task]
    F -->|Low Confidence| I[Tag 'manual-verification']

Pre-requisites

Step-by-Step Flow

  1. Filter: n8n monitors the Inbox via IMAP for emails from @school.edu or containing keywords like "Activity", "Field Trip", "Grade".
  2. Archive: The email and any attachments are sent to Paperless-ngx with the document type SchoolCorrespondence and the tag School.
  3. Analyze: Paperless-AI triggers on the document creation to perform a RAG-based analysis.
  4. Extract: Specifically look for:
    • Activity Date/Time
    • Consent required (Yes/No)
    • Deadline for consent
  5. Sync:
    • If an activity date is found, add it to the School Calendar in Google Calendar.
    • If consent is required, create a task in Vikunja tagged Consent.

Data Contract

Defined in Classification Standards.

Failure Modes & Recovery

  • Ambiguous Dates: "Next Friday" extraction issues.
    • Detection: LLM confidence score < 0.8.
    • Recovery: Tag document as manual-verification.

Variants

  • Direct Scan: Scanning a physical permission slip brought home by the student.

Contribution Metadata

  • Confidence: high
  • Last reviewed: 2026-03-01

Sources / References

  • https://github.com/joanmarcriera/Home-office-automations