Automating Electronic mail Responses Utilizing CrewAI

Yet one more vacation season has arrived. It’s certainly probably the most great time of the yr. It’s additionally that point of the yr when working professionals set the identical outdated out-of-office reply to each e mail they get. Properly, the issue with automating e mail responses this manner is that it offers the identical flavourless replies to all of the emails – each related and irrelevant ones. That is when even adults begin wishing Santa would reward them an e mail workflow optimisation resolution or an AI e mail assistant that offers sensible replies. Properly, this yr, Santa has come dressed as CrewAI! On this weblog, we’ll find out about automating e mail responses by constructing an agentic AI system with CrewAI to answer to your out-of-office emails well and guarantee sensible e mail administration.

Understanding the Context

First, let’s attempt to perceive the context of our drawback assertion.

This screenshot captures the essence of the issue. In case you look intently, you’ll find emails the place my direct intervention is required, after which you’ll find emails with subscribed newsletters and calendar notifications that don’t require any reply.

The prevailing ‘Trip Responder’ responds to all of the messages with no functionality to alter the title of the recipient or the contents of the mail primarily based on who it’s responding to. Additionally, it responds to irrelevant emails, which embrace newsletters, verification code emails, OTP emails, and so forth.

That is the place the CrewAI framework involves the rescue for e mail response administration. With CrewAI, you’ll be able to shortly construct an e mail responder agent system, with some easy coding. Relieved? So, let’s construct an agentic AI system for automating e mail responses with CrewAI and convey a layer of optimisation to your e mail workflow.

Additionally Learn: Automating Electronic mail Sorting and Labelling with CrewAI

Google Authentication

Earlier than we leap to the code for automating e mail responses in Gmail, it’s worthwhile to allow the Gmail API and generate the OAuth 2.0 credentials. This may give your e mail responder agentic system entry to your emails. Right here’s methods to get this executed.

Step 1: Create a New Mission in Google Cloud

Go to the Google Cloud console and log in together with your e mail tackle. First-time customers might want to create an account.

Then choose “New Mission” within the dropdown, give it a reputation, and click on Create. This mission could have the required API-related configurations. Whereas including the brand new mission, select your organisation title as the placement, as we now have chosen analyticsvidhya.com.

Step 2: Allow Gmail API

Click on the Navigation Menu from the console’s Dashboard and head to Discover and Allow APIs beneath the Getting Began part.

On the left-hand aspect of the display screen, choose Library, and seek for “Gmail API”. Allow it for the mission you created.

Step 3: Set Up OAuth 2.0 Credentials

Subsequent, arrange the OAuth consent display screen beneath APIs & Providers. Then click on Configure Consent Display.

Select the sort (e.g., Exterior for apps utilized by anybody). We’ll selected Inner since we’re utilizing it for our personal e mail ID. Then click on Create.

Then, title your app and add the Person assist e mail and Developer contact data. Right here’s the place you need to add your work e mail ID. As soon as executed, click on on SAVE AND CONTINUE on the backside of the display screen.

Now, we have to outline the scopes within the consent display screen setup. Scopes, within the context of Google Console, dictate what the API can entry. For email-related duties, you’ll want the next: ‘https://www.googleapis.com/auth/gmail.modify‘. This scope will permit the e-mail responder system to ship and modify emails in your Gmail account. Click on on ADD OR REMOVE SCOPES after which choose the scope talked about above.

Then click on on Replace. You may see that the scope has been added. Press SAVE AND CONTINUE.

Now undergo the abstract, after which click on BACK TO DASHBOARD.

Step 4: Create Credentials

Now select Credentials beneath APIs & Providers and click on CREATE CREDENTIALS.

Then choose OAuth consumer ID.

For native growth, we’ll select the Desktop App possibility, after which press CREATE.

Step 5: Obtain the Credential.json

Now obtain the JSON file and reserve it domestically at your most popular location.

And that concludes our use of Google Search Console.

To allow CrewAI brokers to carry out net searches and data retrieval from the web, it is going to want the API to the SerperDev Instrument. The SerperDev Instrument is a Python utility that interfaces with the Serper API, a cheap and speedy Google Search API. It allows builders to programmatically retrieve and course of Google Search outcomes, together with reply containers, data graphs, and natural listings.

Let’s undergo the steps to get the API.

• Go to serper.dev and click on on Join.
• Create your account and login. You will note the Dashboard when you login.

• On the left of the display screen, click on on API Key.

Now, let’s leap to the Python code and construct our AI e mail assistant for automated e mail responses.

Python Code for Automating Electronic mail Responses

Step 1: Import Obligatory Libraries

We’ll start by importing the related libraries to construct an agentic system for automating e mail responses.

# Importing mandatory libraries
import os  # Supplies capabilities to work together with the working system
# Importing modules from the CrewAI framework
# CrewAI is a framework for managing brokers, duties, processes, and instruments.
from crewai import Agent, Job, Crew, Course of  # Handle brokers, duties, and processes
from crewai_tools import SerperDevTool  # Instrument from CrewAI for connecting to Google search
# Importing modules for Google OAuth2 authentication and API interplay
from google.auth.transport.requests import Request  # To deal with token refresh requests
from google.oauth2.credentials import Credentials  # To handle OAuth2 credentials
from google_auth_oauthlib.circulation import InstalledAppFlow  # To deal with OAuth2 login flows
from googleapiclient.discovery import construct  # To create service objects for Google APIs
# Importing modules for e mail creation
import base64  # To encode e mail messages in base64
from e mail.mime.textual content import MIMEText  # To create MIME-compliant e mail messages

Step 2: Set Scopes

Now, let’s set the SCOPES variable that defines permissions for the Gmail API. ‘gmail_modify’ permits studying, sending, and modifying emails, excluding everlasting deletion, guaranteeing restricted entry.

# Gmail API setup
SCOPES = ['https://www.googleapis.com/auth/gmail.modify']

Subsequent, we create the get_gmail_service operate that authenticates and connects to the Gmail API. It checks for saved credentials in token.json, refreshing them if expired. If unavailable, it initiates a brand new login circulation utilizing credentials.json. It saves legitimate credentials for reuse, and returns a Gmail API service object for e mail operations.

# Perform to authenticate and join gmail API

def get_gmail_service():

    creds = None

    if os.path.exists('token.json'):

        creds = Credentials.from_authorized_user_file('token.json', SCOPES)

    if not creds or not creds.legitimate:

        if creds and creds.expired and creds.refresh_token:

            creds.refresh(Request())

        else:

            circulation = InstalledAppFlow.from_client_secrets_file('credentials.json', SCOPES)

            creds = circulation.run_local_server(port=0)

        with open('token.json', 'w') as token:

            token.write(creds.to_json())

    return construct('gmail', 'v1', credentials=creds)

Step 3: Set Up Electronic mail Retrieval

Then, we create the get_unread_emails operate to retrieve unread emails from the Gmail inbox. It makes use of the Gmail API service object to record messages with the labels ‘INBOX’ and ‘UNREAD’. The outcomes are executed as a question, and the operate returns a listing of messages or an empty record if none exist.

# Perform to retrieve unread emails

def get_unread_emails(service):

    outcomes = service.customers().messages().record(userId='me', labelIds=['INBOX', 'UNREAD']).execute()

    return outcomes.get('messages', [])

Subsequent, we create the get_email_content operate to retrieve and parse e mail particulars from Gmail utilizing the message ID. It fetches the complete e mail, extracts the topic and sender from headers, and decodes the physique. It helps multi-part emails (extracting plain textual content) and single-part emails by decoding the Base64-encoded content material. The operate returns a dictionary containing the e-mail’s topic, sender, and physique, guaranteeing complete dealing with of various e mail codecs.

def get_email_content(service, msg_id):

    message = service.customers().messages().get(userId='me', id=msg_id, format="full").execute()

    payload = message['payload']

    headers = payload['headers']

    topic = subsequent(header['value'] for header in headers if header['name'] == 'Topic')

    sender = subsequent(header['value'] for header in headers if header['name'] == 'From')

    physique = ''

    if 'components' in payload:

        for half in payload['parts']:

            if half['mimeType'] == 'textual content/plain':

                physique = base64.urlsafe_b64decode(half['body']['data']).decode('utf-8')

                break

    else:

        physique = base64.urlsafe_b64decode(payload['body']['data']).decode('utf-8')

    return {'topic': topic, 'sender': sender, 'physique': physique}

Step 4: Set Up Electronic mail Filters

Now, we come to a very powerful piece of code. The half that helps us filter out irrelevant emails primarily based on sure key phrases within the physique of the mail or the sender. For me, I are not looking for my agentic system to answer emails that are- “subscribed newsletters”, “advertising emails”, “automated experiences”, “calendar notifications”, “verification code emails”, “OTP emails”, “HRMS”, “emails containing the phrases like ‘don’t reply’, ‘no-reply’, ‘accepted your invitation’, ‘rejected your invitation’, and so forth.”

So, we’ll create the filter_emails operate that identifies emails to disregard primarily based on predefined standards. It makes use of two lists: ignore_keywords for phrases like “publication,” “OTP,” or “advertising” that point out irrelevant content material, and ignore_senders for sender patterns like “noreply” or “calendar-notification.” The operate checks if the sender matches any ignored patterns or if the topic or physique comprises any ignored key phrases. It converts textual content(sender’s e mail id + physique of the e-mail) to lowercase for constant, case-insensitive comparisons. If an e mail matches any standards, the operate returns True to filter it out; in any other case, it returns False.

# Perform to filter out emails

def filter_emails(email_content, sender, topic):

    ignore_keywords = [

        "newsletter", "marketing", "automated report", "calendar notifications", "verification code", "otp", "Join with Google Meet",

        "HRMS", "do not reply", "no-reply", "accepted your invitation", "rejected your invitation", "Accepted:"

    ]

    ignore_senders = [

        "[email protected]", "calendar-notification", "noreply", "no-reply", "calendar-server.bounces.google.com"

    ]

    # Verify sender

    if any(ignore in sender.decrease() for ignore in ignore_senders):

        return True

    # Verify topic and physique for key phrases

    if any(key phrase in topic.decrease() or key phrase in email_content.decrease() for key phrase in ignore_keywords):

        return True

    return False

Step 5: Create the Ship Reply Perform

Subsequent, we create the send_reply operate that replies to an e mail utilizing the Gmail API. To take care of the context of the dialog, we’ll create a message with the desired recipient (to), physique, and thread ID. The message is Base64-encoded and despatched by way of the API. This operate ensures replies are linked to the unique thread for seamless communication.

def send_reply(service, to, topic, physique, thread_id):

    message = MIMEText(physique)

    message['to'] = to

    raw_message = base64.urlsafe_b64encode(message.as_bytes()).decode('utf-8')

    return service.customers().messages().ship(

        userId='me',

        physique={'uncooked': raw_message, 'threadId': thread_id}

    ).execute()

Step 6: Construct the AI Brokers

Now, we’ll construct the three brokers required to execute the duty: the email_analyzer, response_drafter, and proofreader brokers. I’ve added the related prompts to every agent as per my desire. I like to recommend you undergo the backstory and objective accordingly.

# Outline brokers

email_analyzer = Agent(

    position="Electronic mail Analyzer",

    objective="Analyze incoming emails and decide acceptable responses to related emails",

    backstory="You are an knowledgeable at understanding e mail content material and context. "

              "With this understanding, you identify whether or not to answer to a selected e mail or not. "

              "It's worthwhile to ignore emails which can be newsletters, advertising emails, Google doc feedback, google doc notifications,"

              "calendar notifications, HRMS mails, automated experiences, and so forth.",    

    verbose=True,

    instruments=[SerperDevTool()],

    allow_delegation=False

)

response_drafter = Agent(

    position="Response Drafter",

    objective="Draft acceptable responses to emails",

    backstory="You are expert at crafting skilled and contextually acceptable e mail responses."

              "Don't Generate responses to emails which can be unread newsletters, advertising emails,"

              "googl doc feedback(from: [email protected]), calendar notifications, HRMS mails, automated experiences, and so forth."

              "Make the responses crisp. Guarantee it's identified to those who the I'm celebrating the Holidays and can be capable of ship any required paperwork as soon as I'm be a part of again on third January 2025."

              "YOUR NAME is my title and that is the title for use within the sign-off for every mail you generate response for."

              "Within the salutation use the recipient's title after 'Hello'",

    verbose=True

)

proofreader = Agent(

    position="Proofreader",

    objective="Guarantee e mail responses are error-free and polished",

    backstory="You've a eager eye for element and glorious grammar expertise. Make sure the response is crisp and to the purpose"

              "Additionally discard e mail replies generated for emails which can be newsletters, advertising emails, googl doc feedback, calendar notifications, HRMS mails, automated experiences, and so forth.",

    verbose=True

)

Now we’ll outline three totally different duties for the three brokers we now have created. The outline will mirror the instructions written within the backstory of their respective brokers.

# Outline activity for email_analyzer agent

def analyze_email(email_content):

    return Job(

        description=f"Analyze the content material and context of the next e mail:nn{email_content}n"

                    f"Decide if this e mail requires a response. Ignore newsletters, advertising emails, "

                    f"Google doc feedback (from: [email protected]), Google doc notifications, calendar invitations, "

                    f"HRMS mails, automated experiences, and so forth.",

        expected_output="An in depth evaluation of the e-mail content material and context, together with whether or not it requires a response",

        agent=email_analyzer

    )

# Outline activity for response_drafter agent

def draft_response(evaluation):

    return Job(

        description=(

            f"Draft knowledgeable and contextually acceptable response to the next e mail evaluation:nn{evaluation}nn"

            f"Make sure the response is crisp and fascinating. Keep away from producing e mail responses for newsletters, advertising emails, "

            f"Google doc feedback (from: [email protected]), Google doc notifications, "

            f"calendar invitations, HRMS mails, and automatic experiences. "

            f"Moreover, embrace a notice indicating that the sender is celebrating the vacations and can be capable of present "

            f"any required paperwork or help after returning."

            f"YOUR NAME is the title of the sender and this needs to be utilized in sign-off for every mail you generate response for."

            f"Within the salutation use the recipient's title after 'Hello'"

        ),

        expected_output="A well-crafted e mail response primarily based on the evaluation",

        agent=response_drafter

    )

# Outline activity for proofreader agent

def proofread_response(draft):

    return Job(

        description=f"Evaluate and refine the next drafted e mail response:nn{draft}",

        expected_output="A refined, error-free e mail response",

        agent=proofreader

    )

Step 7: Add the Course of Electronic mail Perform

Subsequent, we create the process_email operate to course of an e mail by first making use of filter_emails to disregard irrelevant messages. If the e-mail passes the filter, a crew occasion manages the sequential execution of duties: analyzing the e-mail, drafting a response, and proofreading it. The result’s evaluated to test if a response is required. If not, it returns None; in any other case, it returns the processed output. This operate automates e mail dealing with effectively with clear decision-making at every step.

# Process_email to incorporate filtering logic

def process_email(email_content, sender, topic):

    if filter_emails(email_content, sender, topic):

        print(f"Filtered out e mail from: {sender}")

        return None

    crew = Crew(

        brokers=[email_analyzer, response_drafter, proofreader],

        duties=[

            analyze_email(email_content),

            draft_response(""),

            proofread_response("")

        ],

        course of=Course of.sequential,

        verbose=True

    )

    outcome = crew.kickoff()

    # Verify if the result's a CrewOutput object

    if hasattr(outcome, 'outcome'):

        final_output = outcome.outcome

    else:

        final_output = str(outcome)

    # Now test if a response is required

    if "requires response: false" in final_output.decrease():

        return None

    return final_output

Step 8: Create the Ship Reply Perform

And now we come to our closing operate for this code. We’ll create the run_email_replier operate which automates e mail administration for CrewAI brokers. It fetches unread emails, analyzes their content material, and responds if wanted. It does this by retrieving detailed e mail data (physique, sender, topic), processing it with process_email to filter irrelevant messages, and figuring out if a response is required. If that’s the case, it sends a reply whereas sustaining the e-mail thread; in any other case, it skips the e-mail. This streamlined course of effectively handles e mail triage, guaranteeing solely related emails obtain consideration and automating responses the place mandatory.

# Run_email_replier to go sender and topic to process_email

def run_email_replier():

    service = get_gmail_service()

    unread_emails = get_unread_emails(service)

    for e mail in unread_emails:

        email_content = get_email_content(service, e mail['id'])

        response = process_email(email_content['body'], email_content['sender'], email_content['subject'])

        if response:

            send_reply(service, email_content['sender'], email_content['subject'], response, e mail['threadId'])

            print(f"Replied to e mail: {email_content['subject']}")

        else:

            print(f"Skipped e mail: {email_content['subject']}")

Step 9: Set the Setting Variables for API Keys

Lastly, we set the setting variables for API keys (OPENAI_API_KEY, SERPER_API_KEY that you simply saved) required for e mail processing. It executes the run_email_replier operate to automate e mail administration utilizing CrewAI brokers, together with analyzing, filtering, and replying to unread emails. The if __name__ == “__main__”: block ensures the method runs solely when executed straight.

# units setting variables 
if __name__ == "__main__":

    # Arrange setting variables

    os.environ['OPENAI_API_KEY'] = 'Your API Key'

    os.environ['SERPER_API_KEY'] = 'Your API Key'

    # Run the e-mail replier

    run_email_replier()

And that’s our e mail response administration agent in full motion!

Let’s take a look on the emails. As you’ll be able to see, for emails the place my direct intervention was required, it has generated a personalized e mail as per the context.

And for emails similar to newsletters and notifications from HRMs, the place replies should not required, it has not given any reply.

And there you may have it! A completely useful autonomous agentic system for automating e mail responses for out-of-office replies This manner you should utilize AI brokers for e mail workflow optimization. In case you are happy with the responses you’ll be able to arrange a activity scheduler to mechanically run this code at particular instances in the course of the day. When the code is run it is going to mechanically reply to the related unread emails.

Additionally Learn: Construct LLM Brokers on the Fly With out Code With CrewAI

Conclusion

Automating e mail responses with Brokers(Crew AI, Langchain, AutoGen) can rework how we handle replies to out-of-office emails. Furthermore, organising such a system presents a glimpse right into a extra hopeful future for office effectivity. As AI continues to evolve, instruments like CrewAI will empower us to keep up seamless communication with out compromise, paving the way in which for a future the place expertise enhances each productiveness and private well-being. The probabilities are shiny, and the longer term is promising!

Incessantly Requested Questions

My title is Abhiraj. I’m at the moment a supervisor for the Instruction Design staff at Analytics Vidhya. My pursuits embrace badminton, voracious studying, and assembly new individuals. Each day I really like studying new issues and spreading my data.