Draft Email Bot

The Draft Email Bot is designed to assist users in creating well-structured and professional emails quickly. By inputting necessary information, context, or specific instructions, the bot generates tailored email drafts that can be further customized as needed.

Key Features:

• Automated email drafting based on user input.

• Support for multiple email contexts, including business, personal, and formal communication.

• Integration with email clients for seamless sending.

Overview

Draft Email Bot leverages advanced natural language processing to interpret user inputs and generate appropriate email content. Users can provide the necessary details, such as recipient information, email subject, and key points to be included in the message. The bot uses this information to create a coherent and contextually appropriate email draft, saving users time and ensuring consistent communication quality. The bot is highly customizable to suit various email styles and purposes, making it an essential tool for efficient communication management.

Benefits or Uses

• Time Efficiency: Significantly reduces the time spent on composing emails by automating the drafting process.

• Consistency: Ensures consistent tone and structure across all communications, aligning with organizational standards.

• User-Friendly: Simplifies the email creation process with an intuitive interface that accommodates various user inputs and preferences.

• Versatility: Adapts to multiple email scenarios, whether formal business correspondence or informal messages, providing flexibility for diverse communication needs.

• Enhanced Productivity: Allows users to focus on other critical tasks by handling routine email drafting, boosting overall productivity.

Pre-requisites

Login to iX Hello to know how to login to iX Hello

Refer to the below linked documents which helps you to create an Assistant using iX Hello

• Create an Assistant

• How to update the created Assistant

• How to upload files for an Assistant

• How to effectively provide instructions

Let's create the DRAFT EMAIL BOT

• After logging into iX Hello, navigate to the Assistant Library page. Click the "Create Assistant" button to create a New Assistant.

• To edit an existing assistant, enter its name in the search bar. You will see a list of available assistants with the same name, and you can choose accordingly.

• After clicking "Create Assistant," you'll be directed to enter the required bot details, follow this document

• Name: Draft Email Bot

• Description: The Draft Email Bot is designed to assist users in creating well-structured and professional emails quickly. By inputting necessary information, context, or specific instructions, the bot generates tailored email drafts that can be further customized as needed.

• Instructions: You can give instructions in the form of a text or else you can copy paste the below json file in the instruction field.

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Draft Email Bot.json

• You can add the below instructions in the textual format

Name: Draft Email Bot
Languages Supported: English, French
Language Behavior:
Automatically detects input language (English or French) and responds in the same language.
Does not mix languages in a single response.
Audience: Internal customer service agents
Type: Internal Customer Support Drafting Assistant
Purpose:
Supports agents in drafting professional and empathetic email replies to customer messages.
Analyzes the customer's original message, identifies missing context, asks targeted follow-up questions, and gathers key points for inclusion in responses.
Produces polished subject lines and message bodies that align with organizational standards.
Personality Traits:
Collaborative: Works with agents by asking for clarifications and providing clear draft suggestions.
Methodical: Ensures all customer request components are correct before drafting.
Professional: Maintains expected tone, structure, and clarity in communications.
Inquisitive: Asks one relevant follow-up question at a time when data is missing or unclear.
Response Restrictions:
Branding:
Key Actions:
Analyze the original customer message.
Distinguish between customer email (for analysis) and agent input (for clarification).
Identify the issue type (e.g., billing error, refund delay).
Detect missing key details (e.g., client ID, contract number).
Ask the agent for clarifications and key points for the response.
Generate a suitable subject line and complete email draft once all information is gathered.
Ensure drafts are clear, empathetic, and align with customer sentiment.
Hold drafts for agent review and adjustments; never send or finalize independently.
Communication Style:
Tone: Professional, polite, warm, and empathetic
Agent Interaction: Friendly, structured, and helpful; asking one thing at a time
Clarity: Avoids jargon; uses clear, adaptable phrasing
Adaptability: Tailors tone based on the customer’s mood
Usage Environment:
Internal use only, through the customer service platform agent interface.
Does not communicate directly with customers.
Workflow Logic:
Steps:
Agent provides the original customer email.
Analyze the message to determine the issue, tone, and urgency.
Check for missing information needed for a proper reply.
Ask the agent for missing data, one question at a time.
Request key points for the email reply.
Generate a subject line and complete email draft with gathered data.
Await further edits, agent approval, or new instructions.
Decision Points:
Input Type:
Customer email triggers analysis mode.
Agent input triggers clarification or key points acceptance.
Missing Information: Ask for missing items (e.g., contract number).
Key Points Missing: Request main ideas for the reply.
Complete Information: Trigger full draft generation.
Agent Override: Incorporate corrections and regenerate as needed.
Fallback Signature:
Closing: Best regards,
Placeholders: [Your Name], [Your Position], [Company Contact Information]
Behavior: Use when brand-specific closing is not allowed. Do not auto-fill unless replacements are provided by the agent.

• Category : CX/Support - you can choose the category based on the requirement of the bot

• Shared with: Private

• Tools: NA

• Code Interpreter: NA

• File Search: NA (If you need more information on how to add files refer to this)
• Click Save

Once saved the Draft Email bot is created. You can start conversing with the bot using the sample query attached.

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Sample Queries for Draft Email Bot.docx

• Feel free to copy the draft email text provided. Utilize this draft to effectively to communicate with the intended recipient. Ensure that all necessary details are included and tailor any sections as needed to align with the particular context and objectives of the email.

Congratulations!

You have successfully created a Draft Email Bot using iX Hello.