> ## Documentation Index
> Fetch the complete documentation index at: https://docs.flowbotic.de/llms.txt
> Use this file to discover all available pages before exploring further.

# Creating Email Assistants

> Build AI-powered assistants that automatically handle email communications

# Creating Email Assistants

Email assistants help automate your email communications by monitoring inboxes, understanding inquiries, and providing appropriate responses. This guide explains how to create, configure, and manage an email assistant in Flowbotic.

## Before You Begin

Before creating an email assistant, you should:

* Identify which email address(es) the assistant will monitor
* Determine the types of emails the assistant should handle
* Prepare knowledge documents relevant to common inquiries
* Consider the tone and style appropriate for your brand's emails

## Creating a New Email Assistant

### Step 1: Initiate Creation

1. Navigate to the **Assistants** section in the sidebar
2. Click the **+ Create Assistant** button
3. Select **Email** as the assistant type
4. Click **Continue**

<img src="https://mintlify.s3.us-west-1.amazonaws.com/flowbotic-442cfb46/images/create-email-assistant.png" alt="Create Email Assistant" />

*\[Screenshot placeholder: Assistant creation screen with Email type selected]*

### Step 2: Basic Configuration

In the first section of the setup wizard:

1. **Name**: Give your assistant a descriptive name (e.g., "Support Email Assistant")
2. **Description**: Add a brief description of the assistant's purpose
3. **Language**: Choose the primary language for your assistant

<Note>
  The name you choose is for internal identification only; your email recipients will see the actual name configured in your email account settings.
</Note>

### Step 3: AI Model Configuration

Configure the AI model settings:

1. **Instructions**: Write detailed instructions for how your assistant should handle emails:
   * Specify the types of inquiries it should handle
   * Define its tone and writing style
   * Set guidelines for when to escalate to a human
   * Include any specific company policies or procedures

2. **Model**: Select the AI model to power your assistant
   * GPT-4: Best for complex, nuanced email communications
   * GPT-3.5: Good for straightforward inquiries

3. **Temperature**: Adjust the creativity level (0.0-1.0)
   * Lower values (0.2-0.4): More consistent, formal responses
   * Higher values (0.6-0.8): More varied, conversational responses

<img src="https://mintlify.s3.us-west-1.amazonaws.com/flowbotic-442cfb46/images/email-model-settings.png" alt="Email Assistant Model Settings" />

*\[Screenshot placeholder: Model configuration screen for email assistant]*

<Accordion title="Example Email Assistant Instructions">
  ```
  You are an email assistant for Acme Inc., handling customer support inquiries.

  Your responsibilities:
  - Answer questions about products and services
  - Provide order status updates when given an order number
  - Handle return and exchange requests
  - Forward complex technical issues to the technical team

  Your response style should be:
  - Professional but friendly
  - Concise but thorough
  - Formatted with proper email etiquette (greeting, clear paragraphs, signature)

  Always include:
  - A greeting with the customer's name if available
  - A clear response to their inquiry
  - Next steps if applicable
  - A professional sign-off with your name (Alex from Acme Support)

  When responding to order status inquiries:
  - Verify the order number format (ACME-XXX-XXXX)
  - If valid, provide the status
  - If not found, ask for verification or alternative details

  Forward emails to humans when:
  - The inquiry involves account security
  - A customer is clearly upset (multiple exclamation points, ALL CAPS, etc.)
  - Legal issues are mentioned
  - The query is completely outside your knowledge area

  Never make up order information or product specifications if you don't have them.
  ```
</Accordion>

### Step 4: Knowledge Base Connection

Connect relevant knowledge to your email assistant:

1. Click the **Knowledge** tab in the setup wizard
2. Select files from your Knowledge Base to associate with this assistant
3. Adjust the knowledge retrieval settings:
   * **Relevance Threshold**: Set how closely content must match (0.0-1.0)
   * **Number of References**: How many knowledge snippets to include

<img src="https://mintlify.s3.us-west-1.amazonaws.com/flowbotic-442cfb46/images/email-knowledge-connection.png" alt="Email Knowledge Connection" />

*\[Screenshot placeholder: Knowledge connection interface for email assistant]*

### Step 5: Email Account Connection

Connect your email account:

1. Click the **Email Connection** tab

2. Select your connection method:
   * **Direct IMAP/SMTP**: Connect using server details and credentials
   * **Microsoft 365**: Connect using OAuth
   * **Gmail**: Connect using OAuth

3. For IMAP/SMTP connection, provide:
   * **IMAP Server** and **Port**
   * **SMTP Server** and **Port**
   * **Email Address**
   * **Password** or **App Password**

4. For OAuth connections:
   * Click **Connect Account**
   * Log in to your email provider
   * Grant the required permissions

<img src="https://mintlify.s3.us-west-1.amazonaws.com/flowbotic-442cfb46/images/email-connection-setup.png" alt="Email Connection Setup" />

*\[Screenshot placeholder: Email connection configuration screen]*

### Step 6: Email Handling Rules

Configure how your assistant processes emails:

1. **Monitored Folders**: Select which email folders to monitor (Inbox, Support, etc.)

2. **Email Filters**: Create rules to determine which emails the assistant should handle
   * By sender domain
   * By subject line keywords
   * By specific email addresses

3. **Response Settings**:
   * **Auto-Reply**: Enable/disable automatic responses
   * **Reply Timing**: Immediate or delayed responses
   * **CC/BCC Rules**: Configure carbon copy behavior
   * **Signature**: Set up your email signature

<img src="https://mintlify.s3.us-west-1.amazonaws.com/flowbotic-442cfb46/images/email-handling-rules.png" alt="Email Handling Rules" />

*\[Screenshot placeholder: Email rules configuration interface]*

### Step 7: Human Escalation

Configure when and how to escalate emails to human agents:

1. **Escalation Triggers**:
   * Specific keywords or phrases
   * Confidence threshold
   * Customer sentiment
   * Number of email exchanges

2. **Escalation Actions**:
   * Forward to specific team members
   * Create a ticket in the ticketing system
   * Add tags or categories
   * Send notification to team

3. **Escalation Message**: Customize the message sent to customers when their email is escalated

<img src="https://mintlify.s3.us-west-1.amazonaws.com/flowbotic-442cfb46/images/email-escalation-settings.png" alt="Email Escalation Settings" />

*\[Screenshot placeholder: Escalation configuration screen]*

### Step 8: Advanced Settings

Configure additional options:

1. **Attachment Handling**:
   * How to process incoming attachments
   * Whether the assistant can send attachments

2. **Language Detection**:
   * Automatically detect email language
   * Route non-supported languages to human agents

3. **Follow-up Behavior**:
   * Configure automatic follow-ups for unresolved issues
   * Set follow-up timing and messaging

### Step 9: Finalize Creation

1. Review all settings across the different tabs
2. Click **Create Assistant** to save your configuration
3. You'll be redirected to the assistant details page

## Testing Your Email Assistant

Before fully deploying your email assistant:

1. On the assistant details page, click the **Test** tab
2. Send a test email to the connected email address
3. Observe how the assistant processes and responds
4. Verify that knowledge retrieval is working correctly
5. Test escalation scenarios

<img src="https://mintlify.s3.us-west-1.amazonaws.com/flowbotic-442cfb46/images/test-email-assistant.png" alt="Testing Email Assistant" />

*\[Screenshot placeholder: Email testing interface with sample email thread]*

## Monitoring Email Performance

Once your email assistant is active:

1. Navigate to the **Analytics** tab on your assistant's page

2. Review key metrics:
   * Response time
   * Resolution rate
   * Escalation rate
   * User satisfaction (if feedback is enabled)

3. Examine specific email threads to evaluate response quality

4. Use filters to focus on specific time periods or email categories

<img src="https://mintlify.s3.us-west-1.amazonaws.com/flowbotic-442cfb46/images/email-analytics.png" alt="Email Analytics" />

*\[Screenshot placeholder: Email assistant analytics dashboard]*

## Best Practices

### Email-Specific Instructions

* Include guidance on email formatting (greetings, paragraphs, sign-offs)
* Specify how to handle attachments and links
* Define appropriate tone for different types of inquiries
* Include examples of good email responses

### Managing Email Flow

* Start with limited email traffic until you've validated performance
* Use specific folders or filters for initial deployment
* Gradually expand to handle more email categories
* Regularly review escalated emails to improve instructions

### Compliance Considerations

* Ensure your assistant complies with email regulations (CAN-SPAM, GDPR, etc.)
* Include appropriate legal disclaimers in emails
* Configure proper handling of sensitive information
* Maintain records of email communications as required

## Troubleshooting

<Accordion title="Authentication Errors">
  If your email connection fails:

  * Verify server details and credentials
  * Check that IMAP/SMTP is enabled on your email account
  * For Gmail, ensure "Less secure app access" is enabled or use App Passwords
  * For Microsoft 365, verify that the appropriate API permissions are granted
</Accordion>

<Accordion title="Email Not Being Processed">
  If emails aren't being processed:

  * Check that the correct folders are being monitored
  * Verify email filters aren't too restrictive
  * Ensure the email server isn't blocking automated access
  * Check connection status in the Email Connection tab
</Accordion>

<Accordion title="Poor Response Quality">
  If responses aren't meeting expectations:

  * Refine the assistant instructions with more specific guidance
  * Add more relevant knowledge files
  * Adjust the AI model parameters (try a different model or temperature)
  * Add more examples of ideal responses to the instructions
</Accordion>

## Next Steps

<CardGroup cols={2}>
  <Card title="Configure Email Integration" icon="envelope-circle-check" href="/communication-channels/email-integration">
    Learn more about advanced email integration options
  </Card>

  <Card title="Ticket Management" icon="ticket" href="/ticket-management/overview">
    Connect email assistants to your ticketing system
  </Card>

  <Card title="Assistant Management" icon="sliders" href="/ai-assistants/management">
    Learn how to manage multiple assistants effectively
  </Card>

  <Card title="Create Voice Assistant" icon="phone" href="/ai-assistants/voice-assistants">
    Set up an assistant to handle phone calls
  </Card>
</CardGroup>