The DigiKat Learning Center

Revolutionising Email Management with AI: Meet Our Email Agent

Written by Mick Goman | Dec 10, 2024 4:30:34 AM

Imagine reclaiming hours from your workweek, reducing stress, and boosting productivity—all by letting an AI handle your email inbox. Sounds like a dream, right? At DigiKat, we've turned that dream into reality with our AI-powered Email Agent, a solution that’s transforming the way businesses manage emails.

 

 

Tired of the Email Overload?

We all know the feeling: an inbox flooded with inquiries, support requests, sales leads, and the occasional spam. Sorting through these emails can consume precious hours, pulling you away from strategic tasks that truly drive your business forward.

What if you could delegate this task to a reliable assistant who works 24/7, never misses an email, and responds promptly and professionally?

 

What is an AI Agent?

An AI Agent is a virtual assistant powered by artificial intelligence, designed to perform specific tasks autonomously. Unlike traditional automation tools, an AI Agent leverages advanced technologies like natural language processing (NLP) and machine learning to understand context, make decisions, and execute actions in real time.

 

Key Characteristics of an AI Agent:

  • Autonomy: Operates independently to complete tasks with minimal human intervention.

  • Contextual Understanding: Uses NLP to analyse text, emails, and conversations to derive intent.

  • Learning Capabilities: Adapts and improves over time based on interactions and feedback.

  • Integration-Friendly: Seamlessly connects with platforms like HubSpot, Microsoft Teams, and email systems to streamline workflows.

  • Customisable: Tailors its behaviour and workflows to suit your unique business needs.

At DigiKat, our AI Email Agent exemplifies these traits, taking on the complex task of managing emails while ensuring accuracy and efficiency.

 

Introducing Our AI Email Agent

Our AI Email Agent is a cutting-edge virtual assistant designed to automate your email management seamlessly. Built with OpenAI's ChatGPT at its core, it analyses incoming emails, categorises them, and takes the appropriate actions—all without human intervention.

 

Key Features at a Glance:

  • Automated Email Categorisation

  • Instant Response Generation

  • Integration with HubSpot and Microsoft Teams

  • Secure Handling of Sensitive Information

  • 24/7 Operation

 

How Does It Work?

Step 1: Analysing the Email

The AI scans each email and determines its purpose, categorising it into one of the following categories:

  • Support

  • Sales

  • Urgent Complaint

  • General Inquiry

  • Follow-up Required

  • Spam

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The Prompt and Instructions 

You are an AI email assistant. Analyze the following email and return only the category name. Choose one of the following categories based on the email content:
Support
Sales
Urgent Complaint
General Inquiry
Follow-up Required
Spam
Return only the category name. No other text should be included.
Subject: {Insert Subject}
Email Body: {Insert Body}
 
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Assistant Instructions
 
OBJECTIVE
Your role is to analyze the content of emails and return a single category name from the provided list based on the email’s intent and content.
CONTEXT
This agent functions as part of an automated email sorting system. The primary goal is to classify emails efficiently so they can be routed to the correct team or handled automatically.
Available Categories:
Support: Emails requesting help, troubleshooting, or assistance with services or products.
Sales: Emails about purchasing, pricing inquiries, or new business opportunities.
Urgent Complaint: Time-sensitive complaints or escalations needing immediate action.
General Inquiry: Informational questions or requests that don’t fit other categories.
Follow-up Required: Emails asking for status updates or continuation of previous conversations.
Spam: Unsolicited, irrelevant, or promotional content, including phishing attempts.
 
INSTRUCTIONS
Analyze the Email Content:
Use keywords, phrases, and tone to determine the email’s intent.
Match the content to the most appropriate category.
Output Format:
Return only the category name (e.g., "Sales").
Do not include any extra text, punctuation, or formatting.
 
Guidance for Ambiguity:
If unclear, select the most likely category.
If the email is promotional, mark it as “Spam.”
Emails mentioning follow-ups or previous messages should be labelled as “Follow-up Required.”
OUTPUT REQUIREMENTS
The output must strictly be one of the following:
Support
Sales
Urgent Complaint
General Inquiry
Follow-up Required
Spam
EXAMPLES
Example Input: Email Body: Hi, I need help with resetting my password. Can you assist?
Example Output: Support
 
Example Input: Email Body: Hello, I would like to inquire about the pricing of your services.
Example Output: Sales
 
Example Input: Email Body: I am following up on my previous inquiry regarding my subscription renewal. Please respond soon.
Example Output: Follow-up Required
 
Example Input: Email Body: Special offer! Get 30% off our products this week only!
Example Output: Spam
 

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Step 2: Automating the Response Pathways

Once categorised, the AI follows a tailored workflow to address the email effectively. Let’s dive into how this works in real-world scenarios:

 

Detailed Workflows with Examples

  1. Support Inquiries

    • Example Email: "Help with Password Reset"

    • AI Workflow: Detects the category Support, creates a support ticket in HubSpot, sends a personalised reply.

  2. Sales Leads

    • Example Email: "Interested in Your Services"

    • AI Workflow: Detects the category Sales, creates a task in HubSpot, sends a personalised reply.

  3. Urgent Complaints

    • Example Email: "Urgent Billing Issue"

    • AI Workflow: Detects Urgent Complaint, creates a high-priority ticket, sends a reassuring reply with a tracking link.

  4. General Inquiries

    • Example Email: "Services Information"

    • AI Workflow: Detects General Inquiry, sends an acknowledgment.

  5. Follow-Up Requests

    • Example Email: "Following Up on Proposal"

    • AI Workflow: Detects Follow-up Required, alerts the team via Microsoft Teams.

  6. Spam

    • Example Email: "Limited Time Offer!"

    • AI Workflow: Detects Spam, flags, and moves the email to the spam folder.

 

The Time-Saving Impact

By automating repetitive tasks, our AI Email Agent saves you at least 10 hours per month. Here’s how:

  • Eliminates Manual Sorting: Automatically categorises emails, so you don't have to sift through them.

  • Instant Responses: Sends timely replies to keep customers engaged and informed.

  • Streamlines Workflows: Creates tasks and tickets in HubSpot, ensuring nothing falls through the cracks.

 

Seamless Integration

Our AI Email Agent integrates effortlessly with:

  • HubSpot: For contact management, ticketing, and task creation.

  • Microsoft Teams: For team alerts and collaboration.

  • Your Existing Systems: Minimal setup required, with support from our technical team.

 

Ready to Transform Your Inbox?

Don’t let email management keep you from focusing on what truly matters.

Click Here to Schedule a Free Demo
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