This project demonstrates an intelligent email-automation platform designed to help students manage the overwhelming volume of placement-related communication. Students at VIT receive dozens of emails every week containing recruitment announcements, deadlines, shortlists, and general academic notifications. Monitoring these manually is time-consuming and often leads to missed opportunities.
This system automates the entire workflow:
- Extracting emails
- Classifying important messages
- Performing eligibility checks
- Reading shortlist/selection attachments
- Summarising long emails using an LLM
- Generating ICS calendar invites via UiPath
- Displaying all results through a clean web interface
The solution integrates UiPath RPA for inbox automation and FastAPI + SQLite + HTML/JS for backend and frontend logic, creating a fully functional end-to-end academic email assistant.
- Project Motivation
- Key Features
- Architecture
- Tech Stack
- System Workflow
- Installation
- Running the System
- UiPath Workflow Integration
- Email Classification Logic
- Limitations & Future Work
- Contributors
Students are exposed to an overwhelming volume of daily emails, and manually identifying critical placement-related communication is inefficient and error-prone. Important details such as eligibility criteria, deadlines, interview schedules, and shortlists are often missed.
This project solves that problem by creating an automated system that transforms raw inbox data into structured, actionable insights that students can trust.
- Reads unread inbox emails
- Downloads and scans attachments
- Sends extracted data to backend for analysis
Emails are automatically categorized into:
- New Company Announcement
- Shortlist / Round Progression
- Final Selection
- General Academic Notices
Classification uses both keyword logic and LLM-based semantic understanding.
- Extracts CGPA, branch, 10th/12th marks from the user profile (SQLite)
- Compares with company criteria
- Displays “Eligible” / “Not Eligible” instantly
- Parses Excel sheets automatically
- Checks if student's name or registration number appears
- Works even when names are inside attachments
Long announcements are summarized intelligently to quickly surface key information.
Via UiPath:
- Automatically identifies dates from emails
- Generates ICS files
- Sends them to student mailbox for one-click calendar import
Includes:
- Signup & login
- User profile view
- Dashboard showing categorized emails
- Embedded summaries, calendar buttons
┌──────────────┐
│ Student Inbox│
└───────┬──────┘
│ (RPA reads emails)
┌─────▼──────┐
│ UiPath │
│ Workflows │
└─────┬──────┘
│ Extracted data (JSON + files)
┌─────▼──────────┐
│ FastAPI API │
└─────┬──────────┘
│
┌─────────────────▼──────────────────┐
│ Classification | Eligibility | LLM │
└─────────────────┬──────────────────┘
│
┌────────▼─────────┐
│ SQLite Database │
└────────┬─────────┘
│
┌─────────▼──────────┐
│ Web Frontend │
│ (HTML/CSS/JS) │
└────────────────────┘
Each component communicates seamlessly, forming a hybrid RPA + AI-driven academic assistant.
- Python
- FastAPI
- SQLite (users.db)
- SQLAlchemy ORM
- HTML
- CSS
- JavaScript
- UiPath Studio
- Email Activities
- Excel Processing
- File Handling
- ICS Event Creation
- LLM-based summarization
- Semantic extraction
- Deadline recognition
- Fetch unread emails
- Extract content & attachments
- Send POST request to FastAPI
- Parse email
- Detect category
- Run eligibility logic
- Scan Excel files if needed
- Generate summary using NLP
- Store results into SQLite DB
- Students view categorized alerts
- Can add deadlines to calendar
- Can view summaries & decisions instantly
git clone https://github.com/allen-reji/Academic-Email-Automation
cd Academic-Email-Automation
python -m venv venv
source venv/bin/activate (Linux/Mac)
venv\Scripts\activate (Windows)
pip install -r requirements.txt
The repository already includes users.db.
If you wish to recreate it:
python
>>> from app.database import Base, engine
>>> Base.metadata.create_all(engine)
>>> exit()
uvicorn app.main:app --reload --port 5000
Open:
http://localhost:5000
HTML files are located under:
app/static/
Two main workflows are used:
- Reads student inbox
- Downloads Excel/PDF attachments
- Sends content to FastAPI using HTTP Request activity
- Creates ICS file
- Sends it to student mailbox
- Triggered via backend request
The workflows correspond to .nupkg files included in the repo.
- Extracts CGPA, backlog criteria
- Matches with user data
- Returns Eligible / Not Eligible
- Reads Excel attachments
- Checks for student registration number
- Detects student name in selection lists
- LLM generates readable summary
- Not yet deployed for large-scale multi-user usage
- Limited to VIT-style email formats
- Backend uses SQLite, not cloud database
- LLM integration is local; cloud models can be added later
- Mobile app with push notifications
- Multi-user authentication system
- Cloud deployment with PostgreSQL
- Advanced deadline extraction with NER
- Batch processing of emails
| Name | Email ID |
|---|---|
| Nidhish Balasubramanya | nidhishbalasubramanya@gmail.com |
| A Nathania Rachael | nathaniarachael@gmail.com |
| Allen Reji | allenreji@gmail.com |
| Jacob Cherian M | jakecherian10@gmail.com |