Email AI Auto-responder: Summarize and Send Emails
This workflow automatically receives and processes emails to achieve intelligent summarization, classification, and professional responses. It utilizes AI models and a knowledge base to quickly generate high-quality reply emails, significantly enhancing email processing efficiency and reducing labor costs. It is applicable in various fields such as customer service and sales, ensuring that the response content adheres to business etiquette, effectively improving customer satisfaction and corporate image. The overall process is automated, reducing repetitive tasks and allowing employees to focus on more valuable work.
Workflow Name
Email AI Auto-responder: Summarize and Send Emails
Key Features and Highlights
This workflow automates the process of receiving emails, intelligently extracting and summarizing email content, and classifying messages. Leveraging the company’s knowledge base, it automatically generates professional and concise reply emails, which are then sent out without manual intervention. By integrating multiple AI models and a vector database, it ensures precise information retrieval and automated responses, guaranteeing that replies are both professional and compliant with business etiquette. This significantly enhances email handling efficiency.
Core Problems Addressed
- Reduces time and labor costs associated with manually processing large volumes of customer inquiry emails
- Improves the professionalism and consistency of email responses
- Enables automated, intelligent replies based on the company knowledge base, enhancing customer satisfaction
- Automatically identifies email types and restricts auto-replies to specific categories (e.g., company information requests) to avoid inappropriate responses
Application Scenarios
- Customer service departments automatically responding to customer inquiries
- Sales teams quickly addressing potential client business questions
- Corporate information departments handling external information requests automatically
- Any enterprise or organization managing extensive customer communication via email
Main Workflow Steps
- Email Trigger: Monitor designated mailbox via IMAP to capture new emails in real time.
- Email Format Conversion: Convert email content into Markdown format for easier subsequent processing.
- Email Summarization: Use the DeepSeek R1 model to summarize email content and extract key information.
- Email Classification: Classify emails using the OpenAI GPT-4o-mini model, filtering for “company information request” emails.
- Knowledge Base Retrieval: Query the Qdrant vector database combined with corporate documents stored on Google Drive to retrieve relevant information.
- Automated Reply Generation: Generate professional and concise email replies using OpenAI models based on retrieved information and email content.
- Email Review: Proofread and format the reply using a dedicated language model to ensure accuracy and adherence to business email standards.
- Send Email: Dispatch the reply to the customer’s email via SMTP.
- Knowledge Base Maintenance: Support uploading documents to Google Drive and inserting or refreshing data in the Qdrant database to keep the knowledge base up to date.
Involved Systems and Services
- Email Services: IMAP for receiving emails and SMTP for sending emails (info@n3witalia.com)
- OpenAI GPT Models: Email summarization, classification, drafting, and review
- DeepSeek R1 Model: Email content summarization
- Qdrant Vector Database: Knowledge base storage and retrieval
- Google Drive: Corporate document management and file access
- n8n Automation Platform: Workflow orchestration and node management
Target Users and Value Proposition
- Customer service and support teams seeking faster and higher-quality email responses
- Sales and marketing personnel needing rapid replies to customer information requests
- Small to large enterprises aiming to automate office workflows
- Organizations looking to optimize customer communication processes using AI and automation
- Employees relieved from repetitive tasks, enabling focus on higher-value business activities
Summary:
This workflow combines multiple AI models with an intelligent knowledge base to deliver efficient and professional automated email responses. It is suitable for various business scenarios, helping enterprises enhance customer service experiences and improve internal operational efficiency.