AI Email Assistant Tools

Artificial Intelligence (AI) is capable of qualitatively changing the basic process of office management - working with incoming letters. In this article, we describe and show how a traditional correspondence processing scenario might look like if artificial intelligence is added to it.

Every day a huge amount of letters, e-mails and other correspondence arrives in company offices. Secretaries or other responsible employees register letters in the organization's information system and pass them on to employees or managers for review. Those in turn analyze the content of letters, determine their importance and urgency, decide on further actions... and all this is done manually.

The AI email tools can greatly simplify and speed up the processing of incoming correspondence, for example:

• recognize and classify letters;
• register them;
• send them to the responsible employees;
• analyze the content and make recommendations based on it.

Let's take a closer look at how online ai for mail writing helps to get rid of routine work with incoming emails.

Registering letters

Working with incoming email writing tools ai correspondence usually starts with a secretary scanning a document and saving it in a specific folder or sending it to a special e-mail address. Next, the built-in artificial intelligence is connected, which:

• captures the document and uploads it to the corporate system;
• recognizes text and identifies special symbols (stamps and signatures);
• determines the type or category of the document using machine learning classification methods;
• extracts data (details) from the text of the document, makes them available for further search within the archive by text and details;
• fills in the document card with the extracted data;
• fills in the “content” field on the basis of the text of the document, reducing it to a short sentence.

The best clerk is left to check the correctness and, if necessary, to complete the data.

Resolution

Let us assume that in this case we do not consider the situation when the AI email assistant tools to the manager is engaged in drafting resolutions. In our particular case, the secretary does not draft resolutions independently, but only checks them (the final decision is then made by the manager).

The AI tool for mail analyzes the requisites, subject and text of the email, and also performs semantic analysis of its content. Based on this analysis, the AI:

• proposes to the manager the most suitable variants of executors. Opposite each applicant indicates the percentage, how confident he/she is in his/her choice;
• prepares a draft resolution taking into account the adjusted rules and company peculiarities.

The draft resolution may contain proposals for necessary actions, recommendations or instructions for the manager regarding the document. Thus, the manager has all the necessary information on hand, which helps him to promptly make the most correct decision.

If the top manager agrees with the recommendation suggested by the AI, the manager approves the corresponding draft resolution. But, if the AI tools made an incorrect prediction about the recommended executor, the manager can make adjustments, in which case the system will be further trained based on these changes.

In our example, the free-price supervisor approved the resolution and the assignment went to the executor - the head of the customer service department.

Drafting a reply letter

In order for the correspondence to officially take place, it is necessary to prepare a reply in the form of an outgoing letter. When the AI email creator user clicks the “Create Outgoing Letter” button, the system creates a new document using a predefined template. The template includes the necessary requisites: “addressee”, ‘date’, ‘title’ and other information that is important to specify in an outgoing letter.

After that, an AI email generator make the response text based on predefined rules and data available in the system. Depending on the services' settings and the customer's requirements, this can be:

• standard text;
• template response;
• personalized content.

When the draft document is created, the employee only has to check its correctness and accuracy, make necessary changes if required, and make sure that the response meets the expectations and requirements of official correspondence.

Now the AI email marketing software draft outgoing letter needs to be agreed and signed.

Users of the intelligent AI email marketing system do not need to enter information manually. They simply click the “Send for approval” button, and the embedded AI email automation will create a task to be sent and add a short description to its text based on the content of the document. In addition, the AI Software will independently select the approver based on the type of document and the recipient.

Once again, the only thing left to do is to test the work of the AI Text tools.

Conclusion

Therefore, when we talk about implementing an AI email assistant, we emphasize not on replacing humans, but on simplifying and improving their work. This is confirmed by successfully implemented app cases, where the use of artificial intelligence really brings significant benefits!