Draft AI email replies from your knowledge base with human approval

AI drafts replies to incoming emails using your company knowledge base, and a human approves before sending.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Transient Trigger (23)

flowchart TD trig>"new email arrives"]:::trig s0["summarize incoming email"]:::task s1["AI drafts reply from knowledge base"]:::svc s2(("human reviews draft")):::human trig --> s0 s0 --> s1 s1 --> s2 gx{"× approve or reject reply"}:::gate s2 --> gx p00["send reply to customer"]:::task gx -->|"approved"| p00 p10["discard draft"]:::task gx -->|"rejected"| p10 p00 --> out p10 --> out out[/"approved reply sent to customer"/]:::out pay{{"faster replies without losing control"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceA personOne path onlyResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsKnowledge Base & RAGEmail AutomationEducation & Training
Connects
GmailOutlookOpenAIQdrant

The problem it solves

Answering routine customer or company emails takes time, and finding the right information buried in old documents slows you down even more. You want fast, accurate replies, but you also don't want to hand over your inbox to AI without a final check.

Who it fits

A support or operations team handling a steady stream of general inquiry emails.

How it works

  1. A new email arrives in your Gmail or Outlook inbox
  2. The system summarizes the message
  3. AI searches your knowledge base and drafts a reply
  4. A human reviews the draft and approves or rejects it
  5. Approved replies are sent automatically
What you get

Replies ready for your team's quick approval

You get a ready-to-send email reply drafted from your knowledge base for your team to approve before it goes out.

What you get

A drafted, knowledge-based email reply that only sends after your approval.

What you need

An email account, an OpenAI API key, and a Qdrant vector database loaded with your company documents.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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