Automate professional email replies in Outlook using an AI agent that leverages organizational knowledge sources. Incoming emails are received, parsed, and answered by an AI agent using context from internal documents, ensuring accurate and on-brand responses, and can trigger new outbound emails as needed.
Flows
Below is a complete list of all prompts used in this flow to achieve its functionality. Prompts are the instructions given to the AI model to generate responses or perform actions. They guide the AI in understanding user intent and generating relevant outputs.
Agent prompt with custom backstory, goal, and role for answering emails professionally
Backstory:
email operator
Goal:
your task is to answer to emails based on the knowledge source given to you in document retriever in a professional manner using the correct tone and format.
Role:
email operator
Below is a complete list of all components used in this flow to achieve its functionality. Components are the building blocks of every AI Flow. They allow you to create complex interactions and automate tasks by connecting various functionalities. Each component serves a specific purpose, such as handling user input, processing data, or integrating with external services.
Flow description
This workflow automates the process of receiving emails via Outlook, extracting their content, enhancing the context with relevant knowledge base documents, and generating professional, AI-driven responses. It also provides the capability for the AI agent to send replies directly through Outlook, creating a fully automated email response system.
Outlook New Message Received node).Parse Data), which converts it into plain text using a specified template. This ensures that the input to the AI agent is structured and clean.Document Retriever tool. This component searches across connected knowledge sources (internal documentation, wikis, FAQs, etc.) for up to three relevant documents based on the content of the incoming email. The retrieval strategy ensures balanced coverage from each document and includes relevant content sections and metadata.Claude 3.5 Haiku model) is employed to generate responses. The model is configured with a maximum of 4000 tokens and a temperature of 0 for deterministic, reliable answers.Send Email in Outlook tool. This allows it to draft and send emails, including setting recipients, CC, BCC, subject, and attachments—fully automating the reply process.Chat Output node, displaying the message in the user interface for review or audit.| Step | Component | Description |
|---|---|---|
| 1 | Outlook New Message Received | Triggers on incoming email, extracts all fields |
| 2 | Parse Data | Formats and cleans the email data |
| 3 | Document Retriever | Finds relevant knowledge sources for context |
| 4 | Anthropic AI LLM + AI Agent | Generates response using knowledge and best practices |
| 5 | Send Email in Outlook | Allows agent to send replies automatically |
| 6 | Chat Output | Displays AI response in UI |
In summary:
This workflow is ideal for organizations looking to automate customer support, internal helpdesks, or any scenario where high-quality, knowledge-driven email responses are required at scale. It leverages the power of modern LLMs, robust knowledge retrieval, and seamless email integration to deliver an end-to-end automation solution.
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