Building an Automated Email Reply System

Importance of Immediate Replies

• 90% of customers rate an immediate reply as essential.
• 60% define "immediate" as within 10 minutes.
• Automation helps achieve rapid response times.

Overview of the Automated Workflow

1. Workflow Activation
   • Begins with a workflow that becomes active upon email receipt.
2. Email Sending
   • Example given by sending a consultation email from a Gmail account.
3. Automating Tasks
   • System automatically categorizes emails and generates replies.

Workflow Details

1. Gmail Trigger Node
   • Activates when a new email is received.
2. Information Extraction
   • Uses OpenAI to extract the sender's name from the email.
   • Conditional paths based on successful extraction of name.
3. Crafting Replies
   • Generates an introduction (e.g., "Dear Mike" or "Hi").
   • Uses a merge node to choose between personalized or generic greetings.

Email Classification

1. Email Classifier
   • Utilizes AI to classify emails into predefined categories (Consultation, Feedback, Payment/Billing, etc.).
2. Path Routing
   • Routes emails based on classification to appropriate paths for response.

Setting Up the System

1. Creating a New Workflow
   • Begins at the dashboard with creating and configuring a new workflow.
2. Trigger Setup
   • Gmail trigger for receiving emails set at a "poll" interval of every minute.

Information Extraction

• Node for Extracting Name
  • If name is extracted, creates personalized greeting.
  • If not, defaults to a generic greeting.

Classifying Emails

• Text Classifier Setup
  • Configured to identify categories such as Service Inquiry, Consultation Booking, Feedback, etc.
• Category Descriptions
  • Specifies criteria for each email category.

Labeling and Replying

1. Label Emails
   • Assigns labels (e.g., Service Inquiry, Consultation) based on classification.
2. Automated Replies
   • Uses templates for replies tailored to category with personalized introduction.

Implementation

• Testing & Debugging
  • Demonstrates setting up correct paths and labels, adjusting replies, ensuring accurate categorization.
• Node Duplication
  • Streamlining process by duplicating similar nodes and customizing them for specific categories.

Conclusion

• Demonstrates an effective automated email response system.
• Encourages customization based on specific business needs.