An AI email agent that turns inbox messages into next steps
Truvoca can connect email to a defined customer workflow: understand the request, use approved context, prepare or send the permitted response, update the relevant system, and route exceptions to a person.
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Move beyond a generic automated reply
A useful email agent does not answer every message with the same template. It identifies the workflow, extracts the required details, uses approved knowledge, and chooses only among actions the business has defined.
- Classify the request and urgency signals
- Extract approved structured fields
- Draft or send an allowed response
- Create a ticket, lead, task, or update
- Escalate uncertain and sensitive cases
Choose the right level of autonomy
Different inboxes require different controls. Truvoca can begin in draft-only mode, move to automatic replies for narrow categories, and keep approvals for sensitive or high-impact messages. The operating model should be visible to the team.
- Draft for human approval
- Auto-send only for reviewed categories
- Require approval for attachments or commitments
- Block protected or unsupported content
- Preserve the original message and action history
Use customer and operational context
With an approved connection, the workflow can look up the sender, open record, appointment, order, or case before responding. It should use only the fields needed for the task and avoid exposing protected information when identity is uncertain.
- Match the sender using approved identifiers
- Read the relevant record
- Apply current policy and status
- Write the verified outcome
- Flag uncertain matches for review
Coordinate email with phone and messaging
Email may be the best place for a detailed summary, while a phone call may be better for an urgent clarification. Truvoca can use the defined contact preference and consent rules to create the appropriate next step without forcing every conversation into one channel.
- Reply by email
- Offer or schedule an approved call path
- Continue in an eligible messaging channel
- Create a callback or review task
- Keep one outcome in the source system
Launch with a narrow inbox scope
Start with one mailbox or queue, a limited set of intents, approved templates, and a named team owner. Test spam, attachments, forwarding, long threads, duplicate messages, spoofed identity, and system outages before expanding.
- Mailbox access and permissions
- Allowed senders and intents
- Knowledge and template approval
- SLA and escalation owner
- Retention, logging, and failure review
See your workflow in a demo
Bring sample emails, your routing rules, approved replies, and the system that owns the next step. We will map an email workflow for the demo.
FAQ
FAQ
Can Truvoca send email automatically?
It can be configured to send approved responses for defined categories after mailbox access, identity rules, content boundaries, audit history, and failure handling are tested.
Can we require a person to approve every reply?
Yes. Draft-only mode is a practical starting point for regulated, sensitive, or complex inboxes.
Can the agent read attachments?
Only include supported file types and approved processing rules. Unknown, encrypted, malicious, sensitive, or oversized files should follow a safe exception path.
Can it update our CRM or help desk?
Yes, when the connection, object, fields, permissions, duplicate handling, and write-back result have been verified.
How does it avoid replying to spam or spoofed messages?
Use mailbox controls, sender and domain checks, intent rules, allow/block conditions, and human review. No single filter should be presented as perfect protection.
Can email share context with phone calls?
Yes, when the records can be matched lawfully and accurately and the implementation defines which summary or next step may pass between channels.