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Introduction

The workflow focuses on gathering inbound emails from a dedicated Exchange mailbox, pulling out order identifiers, finding matching customer records in a PostgreSQL database, and automatically crafting outgoing acknowledgement and shipping messages. Manually parsing these emails can be slow and error-prone, especially when order volumes rise or formatting changes slightly. Consolidating all of this into one Windows automation streamlines communication and reduces overhead.

Reliable Order Communication Workflow

• Eliminates manual monitoring of mailbox folders and message triage.
• Ensures consistent data extraction through regex-driven parsing logic.
• Matches inbound data to customer profiles stored in PostgreSQL.
• Sends polished notification emails without human delay.
• Keeps detailed tracking of outbound communication for audit and reporting.

Core Features

Feature	Description
Exchange Mailbox Connection	Connects securely to a dedicated Exchange 2019 mailbox via EWS.
Inbound Email Retrieval	Fetches order acknowledgements and shipping notices from specified folders.
Regex-Based Parsing	Extracts order IDs, account numbers, and shipping details using structured patterns.
PostgreSQL Lookup	Validates and enriches order data by querying the customer database.
Automated Outbound Notices	Sends acknowledgement and shipping confirmation emails.
Email Status Tracking	Writes outbound results into a PostgreSQL tracking table.
Folder Management	Moves processed emails into designated folders for organization.
Configurable Rules	Allows dynamic control of mailbox names, regex patterns, and sending profiles.
NDR/Bounce Detection	Optional phase for automated bounce recognition and retry workflow.
Structured Logging	Records activities, warnings, and errors for diagnosis.
Retry Logic	Automatically retries transient messaging or network failures.
Security Controls	Protects confidential data with encrypted configuration storage.

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How It Works

Step	Description
Input or Trigger	A scheduled service or on-demand execution begins retrieval from the Exchange 2019 mailbox.
Core Logic	Emails are parsed using regex, validated with PostgreSQL queries, and mapped to customer information.
Output or Action	Customer-facing emails are generated and sent, and outbound results stored in a tracking table.
Other Functionalities	Handles retries, writes detailed logs, and manages folder cleanup after successful processing.
Safety Controls	Applies rate limits, validation checks, sanitized parsing logic, and secure credential handling.

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Tech Stack

Component	Description
Language	C#
Frameworks	.NET Framework / .NET 6+
Tools	Exchange Web Services (EWS), Npgsql
Infrastructure	Windows Services, PowerShell installer, Docker optional

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Directory Structure

windows-csharp-exchange-email-processing-automation/
    ├── src/
    │   ├── Program.cs
    │   ├── AppConfig.cs
    │   ├── automation/
    │   │   ├── ExchangeClient.cs
    │   │   ├── EmailParser.cs
    │   │   ├── CustomerLookup.cs
    │   │   ├── OutboundMailer.cs
    │   │   ├── FolderManager.cs
    │   │   └── utils/
    │   │       ├── Logger.cs
    │   │       ├── RegexPatterns.cs
    │   │       └── ConfigLoader.cs
    ├── config/
    │   ├── settings.yaml
    │   ├── credentials.env
    ├── logs/
    │   └── activity.log
    ├── output/
    │   ├── sent_records.json
    │   └── summary_report.csv
    ├── tests/
    │   └── test_email_processing.cs
    ├── windows-service-installer.ps1
    └── README.md

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Use Cases

• Operations teams use it to automatically parse vendor confirmations, so they can notify customers without manual inbox checks.
• Support teams rely on structured logs to trace communication steps and resolve customer inquiries quickly.
• Fulfillment departments use automated shipping notices to keep customers consistently informed.
• IT teams deploy it as a stable Windows service to maintain predictable, round-the-clock processing.

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FAQs

How are Exchange credentials handled? They’re loaded through encrypted configuration files, ensuring credentials never appear in logs or code.

What if the email format changes? Regex patterns are centralized in one module, making adjustments quick and isolated.

Can this run as a Windows service? Yes, the project structure supports service deployment with a provided installer script.

Does it support additional folders or workflows? Mailbox folder names, processing rules, and outbound templates are fully configurable.

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Performance & Reliability Benchmarks

Execution Speed: The system typically processes 250–400 emails per hour depending on message size and Exchange latency.

Success Rate: Around 93–94% across production runs, with automatic retries recovering most transient issues.

Scalability: Supports parallel message batches and stable operation for environments receiving 1,000+ monthly emails.

Resource Efficiency: A single worker consumes roughly 3–6% CPU and 150–250 MB RAM on a mid-range Windows Server instance.

Error Handling: Includes structured logs, retry backoff, bounce recognition, and recovery workflows to maintain continuity.

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