Are you looking for a versatile, organized, responsive and autonomous assistant?
Treat yourself to a virtual assistant with the "Email assistant" app!
Your e-mail assistant will help you to work more efficiently. The e-mail assistant has an e-mail address, reads your e-mails and automatically classifies your data in the application.
Installing the app activates an e-mail assistant specific to each application user.
On the app's "home" page, each user can set :
- Assistant's name and profile photo
- His assistant's email
- Wizard preferences: create contact, send confirmation to you, send confirmation to recipient
This is the email address to write to or copy a message to, to give instructions to your assistant.
Instruction format
The assistant looks for instructions in the title and body of the email, in the following format: @assistant [ INSTRUCTION : PARAMETERS ]
- Only one instruction will be read per line
- The spaces before and after INSTRUCTION and PARAMETERS have been removed.
- Parameters are a comma-separated list of elements ",".
What is an instruction?
An instruction is an action to be performed on an object.
The wizard recognizes 4 types of instruction:
- SAVE FILES TO = Attach attachments to
- SAVE TEXT TO = Attach text to
- CREATE TASK FOR = Creates a task for
- SEND LOG TO = Send a report to
What is a parameter?
A parameter is the object to which the action to be performed is attached. It can be a quote, an invoice, a purchase order, a delivery note, etc., or a user member of the application.
The object is identified by its part number.
Example of complete instructions
To tell your assistant to :
- Attachments to an existing invoice: the title or body of the e-mail sent to the assistant must include the following instruction: @assistant [ SAVE FILES TO : OBJECT ] . The object will be the name + part number in brackets: @assistant [ SAVE FILES TO :Invoice(F1412-09643)]
- Assign a task to a collaborator: the subject of the e-mail will be the title of the task and the instruction to put in the body of the e-mail will be : @assistant [CREATE TASK FOR: First name Last name]. If you add a comment, it will be inserted in the task description. The task will automatically be scheduled for D+1. Example: @assistant [ CREATE TASK FOR : Ariane Printemps ]
- Add a comment to an existing quotation : the text content of the body of the e-mail sent to your assistant and containing the @assistant instruction [SAVE TEXT TO: OBJECT] will be added as a comment to the quotation. Example [ SAVE TEXT TO : quote(D1412-043453) ]
- Send an e-mail report of the actions performed to the addresses indicated, the instruction will be @assistant [SEND LOG TO: EMAILS]. The emails to be entered will be those of the people to whom you wish to notify the report of the added elements. Example: @assistant [ SEND LOG TO : christophe@incwo.com, jpb24@gmail.com ]
Several instructions for the assistant
You can include several instructions in a single email.
In the body of the e-mail, you can give your assistant instructions for linking attachments to a subject + archiving the message content on the same subject + forwarding the action report to collaborators.
In this case, the list of instructions to be transmitted for addition to a quotation, for example, would be:
@assistant [ SAVE FILES TO : Devis(D1412-08653) ]
@assistant [ SAVE TEXT TO : Devis(D1412-08653) ]
@assistant [ SEND LOG TO : df@nomdedomaine.com, ab@nomdedomaine.com ]
Handling unrecognized instructions
If your assistant doesn't recognize your instruction, it stores your message as a "post-it".
You can then consult your post-it notes and choose the action to take on your instruction:
- Convert to note
- Turn into a task
- Archive
- Delete
