A request to the agent comes back as one email per document, in the same thread.
A status reply first, then one Order success email per document, then a summary report. Whenever something is unclear, the agent asks in the thread.
By Matthew Lee
Someone emails agent@fill-easy.com. A status reply comes back, and the registry documents follow in the same thread.
Between the two sit six steps, from the sender whitelist to the evidence on each document. The mailbox channel page shows a full thread, email by email, and the search catalogue lists every search the agent can run.
1. Approved sender domains
Orders are accepted from the email domains configured for your organisation, subject to your account’s access policy. Confirm which colleagues may place orders during setup.
Domain approval controls which senders are accepted for orders. It is an access policy; sender authentication and account permissions are separate controls.
An email from a personal address is not on the list and is not treated as an order. If you want to try the agent before your domain is set up, the Send a test order button on the site opens a ready-written test order.
2. Reading the request
There is no form and no template. The request can be a sentence, bullet points, a table pasted into the email or an attached Excel file. From whatever arrives, the agent picks out:
- Companies: one per sentence, bullet or row
- Jurisdiction: for each company, with any registry number you gave
- Documents: read from your words or from a column such as “Need”
- Reference: your matter, case or file reference
- Summary: whether you asked for a summary report
One email can cover companies in several countries. Name each company with its jurisdiction and the agent handles them together. The guide on writing an order shows the formats side by side.
3. The status reply
The first reply lists every item in the order. Each document for each company becomes one line in a “Processing” table, with its own request ID, the request it belongs to and its status.
Anything the agent cannot settle on its own goes into a separate “Need clarification” table with a yellow column for your answer.
Need clarification (1): Brackenridge Holdings Limited. No register of charges found for this company. How would you like us to proceed?
Processing (7): CR_7hQm2Lx9Ta, Brackenridge Shipping Limited (Company Particulars), Processing. And six more lines.
You can reply directly to this email with corrections or additional details.
You answer by filling in the yellow column or by replying in a sentence. The rest of the order carries on while you decide.
Price and expected turnaround are confirmed when the order is accepted. Where the request is ambiguous or a document is unavailable, the agent asks for clarification in the thread.
4. Retrieval from the registry
Each item is retrieved from the public body that holds the register. In Hong Kong that is the Companies Registry, the Business Registration Office of the Inland Revenue Department, the Hong Kong courts and the Official Receiver's Office; elsewhere, each jurisdiction's own registry.
Every field comes from a government scheme or an official registry. AI reads your request, translates and summarises; it does not produce the data. The CorpVerify page lists the registries behind each search.
5. One Order success email per document
Each document arrives on its own, as soon as it is retrieved, in the same thread. The subject names the document. The body carries the company, the document, its request ID and its source, and the PDF is attached.
ORDER SUCCESS. Company: Brackenridge Shipping Limited. Document: Business Registration Certificate. Request ID: CR_Vb3nHs8QpW. Source: Business Registration Office, Inland Revenue Department. Attachment: BRC – Brackenridge Shipping Limited.pdf
The request ID on the email matches the request ID in the status table, so an order of twenty items can be reconciled line by line.
6. The summary report
Ask for a summary report in the email, or have it on by default for your domain. Once the registry documents are in, the agent adds one more document: the findings from all of them on one page, each pointing back to its source.
The email carries the key facts, such as directors, shareholders, charges and status, with anything worth raising marked. The full report is attached as a PDF and cites the document behind every finding.
When an item cannot be fulfilled
The agent does not fail silently and does not guess. Three cases come up most often:
| Situation | What the agent does |
|---|---|
| A document does not exist for the company | Says so in the status email and asks how you would like to proceed. The rest of the order carries on. |
| A name matches more than one company | Lists the matches and asks you to confirm. Replying with the registry number settles it. |
| The company is dissolved or struck off | Flags it in the thread and asks whether you still want to proceed. |
You can skip the item, swap it for another document, or confirm. A reply such as “please skip the register of charges” closes that line.
The evidence on each result
Every result records its source, its retrieval time and its request ID, and carries the reference you put in the email. On an Order success email the source line reads, for example, “Source: Companies Registry, Hong Kong”.
Your matter or file reference is recorded on every document the agent returns, so each search can be billed to the right file.
Because the thread lives in your own mailbox, it sits under your existing retention, legal hold, eDiscovery and DLP rules. File it into iManage, NetDocuments or your DMS like any client correspondence.
We are ISO 27001 certified; the trust centre has the details.
The notification labels
Every email from the agent is marked as an automated notification and carries one of these labels.
| Label | When it arrives | What it contains |
|---|---|---|
| Need clarification | With the first reply, when something is unclear | The item, the issue and a column for your reply |
| Processing | With the first reply | One line per document with its request ID and status |
| Order success | As each document is retrieved | Company, document, request ID, source and the PDF |
| Summary report | After the documents, when you asked for one | Key findings in the email and the full report attached |
| KYC processing | After a single-person Mainland KYC request | The person, the checks and their status |
| KYC batch received | After a password-protected spreadsheet of individuals | How many rows are being processed |
| KYC results | When a KYC batch is complete | Your spreadsheet with a result column per check, encrypted with the same password |
The KYC labels belong to Mainland checks on individuals, covered in KYC batch checks by email.
Asking for more
Need something else later? Reply to the same thread. The follow-up is handled like a new order, under the same subject and matter reference, and the documents arrive the same way.
Teams that want results in their own systems use the REST API, which draws on the same sources and carries the same evidence record; see docs.fill-easy.com (opens in a new tab).
How many company searches does your team order by email in a typical week?