AI Business Email Assistant for Reviewed Workflows
Draft, summarize, and organize business email while keeping recipients, commitments, and final sending under human control.
Reviews an approved mailbox thread, gathers permitted account facts, prepares a recipient-aware reply, and leaves commitments and final sending to the named employee.
- Read the request and delivery context
- Retrieve approved business context
- Prepare a clear draft
Begin with one recurring mailbox queue whose senders, reference sources, reply owner, and send approval are easy to verify.
What this workflow does
Draft, summarize, and organize business email while keeping recipients, commitments, and final sending under human control.
Start with one recurring mailbox queue whose senders, approved sources, reply owner, and completion rule are easy to verify. Keep legal or financial commitments, sensitive recipients, account changes, and final external send approval with the responsible employee.
How the workflow runs
Read the request and delivery context
Identify the sender, intended recipients, thread history, requested outcome, and response deadline before drafting.
Retrieve approved business context
Use only the account records, policies, product facts, and prior messages that the employee is permitted to access.
Prepare a clear draft
Summarize the request, draft the response in the approved tone, and mark assumptions or missing information for review.
Review sensitive content and recipients
Route commitments, pricing, legal or financial language, account changes, and uncertain recipients to the responsible employee before sending.
Record the decision and follow-up
Keep the source thread, draft, material edits, send approval, and any follow-up task together for later review.
Controls to define before launch
| Control area | What the agent handles | What the team controls |
|---|---|---|
| Metrics | Tracks queue handling time, draft acceptance, recipient corrections, and follow-up completion. | Sets baselines and reviews misaddressed drafts, changed commitments, and overdue replies. |
| Review | Summarizes the source thread and prepares a reply draft without sending it. | Keeps legal or financial commitments, sensitive recipients, account changes, and final external send approval with the responsible employee. |
| Exceptions | Stops for unknown recipients, conflicting account facts, sensitive attachments, or a requested commitment outside the approved brief. | Names a mailbox owner to resolve the context, approve the reply, or take over the conversation. |
| Evidence | Keeps the source thread, facts consulted, draft, requested action, and send status together. | Retains reviewer edits, approval, and the resulting reply or follow-up record. |
| Recovery | Does not send when mail access or an approved source is unavailable; it saves the draft and prepares a handoff. | Restores access, checks that no duplicate message was sent, and resumes from the confirmed thread state. |
What to do before and after the pilot
Before launch
Before launch, start with one recurring mailbox queue whose senders, approved sources, reply owner, and completion rule are easy to verify.
After launch
After launch, track queue handling time, draft acceptance, recipient corrections, and follow-up completion, then review misaddressed drafts and changed commitments.
Connect this workflow with OpenMax
Use OpenMax to assemble thread context and draft replies while employees retain recipient checks, commitment review, and final sending.
Frequently asked questions
Where should the first AI business email assistant pilot begin?
Start with one recurring mailbox queue whose senders, approved sources, reply owner, and completion rule are easy to verify.
Which decisions must remain with people?
Keep legal or financial commitments, sensitive recipients, account changes, and final external send approval with the responsible employee.
How should the pilot be evaluated?
Track queue handling time, draft acceptance, recipient corrections, and follow-up completion, then review misaddressed drafts and changed commitments.
