> ## Documentation Index > Fetch the complete documentation index at: https://docs.arkata.mt/llms.txt > Use this file to discover all available pages before exploring further. # How Email Automation Works > How Arkata processes Planning Authority emails automatically. # How Email Automation Works Arkata can automatically process certain emails from the Planning Authority and file them to the correct project — saving you the manual work of reading, downloading attachments, and updating project records. ## The basics When an email arrives at your firm's designated Arkata email address: 1. **Arkata receives it** and stores it securely 2. **Identifies the type** — is it an ISR, RFI, RFI Reminder, or PDR? 3. **Matches it to a project** — using your Internal Reference or PA Reference 4. **Extracts PDF attachments** — and stores them as project documents 5. **Creates a task** (if applicable) — so you know action is needed 6. **Notifies you** — via inbox notification ## What Arkata will never do Email automation is deliberately limited for safety: * It will **never create a client** from an email * It will **never create a project** from an email * It will **never modify existing project data** beyond adding documents and tasks * If it can't confidently match an email to a project, it flags it for your manual review ## Matching logic Arkata matches emails to projects in this order: 1. Looks for your **Internal Reference** in the email content 2. Falls back to the **PA Reference** (for RFI and RFI Reminder emails only) 3. If neither matches, the email is flagged — you'll get a notification to handle it manually ## Duplicate protection If the same email arrives twice (which sometimes happens with PA systems), Arkata detects the duplicate and ignores it. Each email is processed at most once. ## PDF attachments only Arkata extracts **PDF attachments** from matched emails. Other attachment types are not processed. If an email has no PDF attachment, it's still matched and logged — just no document is created.