# Email Automation as an Advanced Workflow AI Agent with External Chat Browser ### **1. Use Case Overview** **Objective:**\ Deploy a Soika AI Agent that automatically reads incoming emails, downloads and processes attachments, and sends replies with relevant information or requested documents. **Primary Actors:** * Email Sender (Customer, Client, Internal Staff) * Soika AI Email Automation Agent * Email Server (Gmail, Outlook, etc.) **Target Platforms:** * Email (Gmail, Outlook, IMAP/SMTP) * Soika Mockingjay Platform ### **2. Business Value Proposition** This automation: * Reduces manual email handling * Ensures faster response time * Organizes attachments automatically * Maintains consistent communication templates * Supports customer service, HR, and document processing teams **Benefits:** * 80% faster response rate * Zero missed attachments * Auto-organization of incoming files * Round-the-clock operation ### **3. Flow Summary** **Agent Actions:** 1. Reads new incoming email 2. Reads and saves attachment 3. Optionally processes attachment (e.g., run OCR, validate file type) 4. Composes a reply based on request 5. Attaches required file 6. Sends email back to sender ### **4. Step-by-step Process** ### **A. AI Agent Creation** 1. Open **Soika Mockingjay Platform** 2. Prompt: > "Create an Email Workflow Automation Agent that reads incoming emails, attachments, processes them if needed, and sends back replies." 3. Choose AI Model (e.g., GPT-4o, Llama 3.3)

### **B. Creating the Workflow Nodes and Blocks** **Let's understand each Node, Blocks, Input Parameters Step by step.**

### **Tool Integration (Read Email ,Send Email, Document Extractor, Parameter Extractor)** ### **Step 1: Connect the Read Email Tool and Authorize it**

* Authorize with **IMAP/SMTP** credentials * Gmail IMAP: `imap.gmail.com` * SMTP: `smtp.gmail.com` * Use **App Passwords** for authentication ### Step 2: Add If /Else Logical Conditional Block for the Email Attachments and the Input variables

### Step 3: Document Extractor Block to Extracts the document contents from .doc,.docx,.pdf

### Step 4: Add LLM Block to IF Condition-To Read the attachments and summarize it also provide system instructions

### Step 5:Parameter Execution Blocks to extract the parameters s.t. sender email id, Subject \&Body.

### Step 6: Connect the Send Email Tool

Provide the details of To,Body,Subject( use / (backward slash ) to extract parameters)

### Step 7:Add LLM Node for ELIF Block -Reading the Image Attachments and provide system instructions

### Step 8 : Add LLM Node for ELSE Block- Email Without Attachments and provide system instructions

### Step 9: Add the End Node for all the Conditions

### Step 10 : To publish the workflow click on Publish

Click on Publish to execute the workflow

### Step 11 : Accessing the External Chat Browser **Click on Preview to launch the External Chat Browser** Visibility Access should be changed to Public. So that we can use the Public URL to host the agents Publicly in the external chat browser.

**Click on execute, to execute the Workflow**

Execution of Workflow Completed and email shared to your email Id

### Click Schedule for Scheduling your Emails

### Output of the Email

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