Send Email
Send automated emails during conversations to deliver information and follow-ups.
Automated Delivery
Send emails automatically based on conversation context.
Dynamic Content
Include personalized information collected during the call.
Reliable Sending
Emails sent from verified echowin domain for high deliverability.
Rich Formatting
Support for HTML emails with links, lists, and formatting.
Overview
The Send Email tool allows your AI agent to send emails directly to members of your team. This feature is particularly useful for immediate notifications, providing timely alerts about important calls or messages. It facilitates detailed communication, ensuring team members receive comprehensive information to act promptly on customer inquiries. It supports collecting and distributing information without manual intervention.
How to Use the Send Email Tool
Configure the Tool
Add the Send Email tool to your agent configuration:
Recipient Configuration
Write Instructions for Your Agent
Provide clear instructions on when and how to send emails:
Example Scenario:
When someone requests detailed assistance or information:
"When a caller asks for technical support, collect their name, contact details, and a description of their issue, then send this information to the support team via email."
Note: The email content is sent as plain text. The agent will format the message in a clear, readable way using line breaks and spacing.
AI Handles Email Composition
Your AI agent will automatically:
- Identify the Trigger: Recognize when a caller is requesting technical support
- Collect Information: Gather the caller's name, contact information, and details about their issue
- Send an Email: Use the Send Email tool to notify the support team with the collected details
This instruction tells the agent to:
Best Practices
📌 Define Clear Triggers
Be specific about what prompts the email to be sent.
Example: "If a caller mentions 'refund' or 'billing issue', send an email to the billing department."📝 Collect Comprehensive Information
Ensure you instruct the agent to collect all necessary information the recipient will need. This might include the caller's full name, contact details, and a detailed description of their inquiry or issue.
💬 Inform the Caller
Let the caller know that their information will be forwarded: "I'll pass your details to our support team, and they will get back to you shortly."
🧪 Test Before Deployment
Before deploying, test the Send Email tool to confirm it works as expected. Simulate calls and verify that emails are received by the intended recipients with the correct content.
Use Cases
📨 Message Taking
When team members are unavailable, the agent can take messages and notify them via email.
"If someone calls for any team member, collect their details and send an email to the respective person."
💼 Sales Leads
Potential leads can be quickly passed to the sales team with comprehensive information.
"When a caller shows interest in our services, gather their requirements and send an email to the sales manager."
🛠️ Detailed Support Requests
For complex issues, the agent can gather in-depth information and email it to the support team.
"When a caller needs technical assistance, collect all relevant details and email the support department."
📅 Appointment Summaries
After scheduling appointments, the agent can email the details to both the customer and the team member.
"After booking an appointment, send a confirmation email to the customer and notify the service team."
Technical Details
Supported Adapters
The Send Email tool is available for all communication channels:
Email Features
Emails sent via the Send Email tool include:
- •Plain text content formatted for clarity and readability
- •Support for CC and BCC recipients
- •Custom subject lines based on your instructions
- •Attribution showing it was sent on behalf of your organization
- •Caller information and context from the conversation
Configuration Options
Each Send Email tool instance can be configured with:
- •A unique name for identification
- •Primary recipient email address
- •Optional CC recipients (multiple allowed)
- •Optional BCC recipients (multiple allowed)
Additional Tips
Ensure Privacy Compliance
Make sure that all collected information and emails adhere to data protection laws. Avoid including sensitive personal information unless necessary and ensure secure handling.
Maintain Message Clarity
Keep email content clear and informative. Include essential details like the caller's name, contact information, and the reason for the email. Use clear formatting with line breaks and spacing to structure information effectively.
Regular Updates
Regularly update team member email addresses within the tool configuration. Periodically review instructions to ensure they align with current processes and policies.
Combine with Other Tools
Consider using the Send Email tool in combination with other actions, such as creating a CRM note or sending a text message, for comprehensive follow-up.
Summary
By effectively utilizing the Send Email tool, your AI agent can:
- ✓Enhance Communication: Ensure team members receive detailed information via email, allowing them to respond effectively.
- ✓Improve Customer Satisfaction: Callers feel assured that their inquiries are being handled professionally.
- ✓Automate Information Flow: Streamline the process of collecting customer information and distributing it to the right people.
Implementing this tool is a powerful way to bridge the gap between automated interactions and personalized customer service, ensuring that important messages are communicated efficiently.
Remember, the key to maximizing the benefits of the Send Email tool lies in clear instructions and proper configuration. With these in place, your AI agent becomes an even more valuable part of your team's communication workflow.