AI email agent
Email Agent: prepare the reply, find the file and coordinate the next conversation
An email response often depends on work outside the inbox: locating the right document, checking availability and understanding what the sender is actually asking. Email Agent is designed as an assistant for those connected tasks, rather than a tool that only rewrites a sentence.
The workflow brings together reply drafting, relevant Google Drive material and calendar availability for meeting coordination. Evaluate that workflow against the permissions and approval boundaries your organisation needs before connecting real accounts.
Draft from the request and its context
A useful reply should address the question, distinguish confirmed facts from assumptions and avoid making a commitment the sender cannot authorise. Test threads with several requests, a changed decision and missing information. The reviewer should be able to correct the draft before it becomes a business communication.
Do not measure value only by how quickly text appears. Review whether the response is complete, accurate and appropriate to the relationship. A polished but incorrect email creates more work than an unanswered draft.
Step 1 of 5 1. Choose a representative task
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Plan the Australian operating handover
Identify the Australian process owner, the systems already in use and any group teams that will approve or operate the change. Where customers, staff or data cross regions, document the actual access and support arrangements. The delivery plan should fit the working hours, reporting calendar and decision responsibilities of the team that will use it.
Confirm the current local product offer, supported version and commercial terms with FI Digital before planning production use. The group product description does not imply identical availability, hosting or support arrangements in every market.
Find documents without widening access
The intended workflow can locate relevant files in Google Drive. Confirm the connected account, search scope and permitted sharing actions in the current version. A file being relevant to a request does not establish that it can be sent to the requester.
Test similar filenames, outdated documents and restricted folders. The user needs to verify the actual document and intended recipient before any attachment or link is shared. Existing document permissions should remain part of the workflow.
Coordinate a meeting with clear authority
Calendar availability can support scheduling, but it is not the same as agreement to attend. Confirm which calendars are accessible, what information is visible and which actions require review. Test time zones, unavailable participants and an event that changes after a time was proposed.
Define the point at which an invitation may be sent and who is responsible for the content, recipients and timing. The product evaluation should show the complete approval path, not only a demonstration that an event can be created.
Pilot one bounded inbox workflow
Choose a repeatable request type with approved documents and a clear owner. Use synthetic or appropriately authorised examples first. Confirm provider support, account permissions, storage, retention and ongoing costs before a production connection.
Request an Email Agent walkthrough with FI Digital. Bring the email task that repeatedly sends your team between inbox, Drive and calendar, and review how a controlled workflow could reduce that manual preparation.
Scope and responsibilities
Confirm the current product version, local availability, supported integrations and information-handling arrangements in the walkthrough. No universal price, hosting location or service level is implied.
Frequently asked questions
Does Email Agent send replies without human review?
The intended rollout should define the exact approval boundary for sending. This page proposes a reviewed workflow; confirm the current product's behaviour and configuration in the demonstration. Do not infer permission to send business communications from a drafting capability. Any later autonomous action needs a separately agreed scope and appropriate evaluation.
Which email and calendar providers are supported?
The catalogue specifically mentions Google Drive and calendar coordination, but it does not establish every provider or account configuration. Confirm the current supported email, calendar and authentication setup with the product team. Bring your actual environment to the walkthrough rather than assuming compatibility from a general description of email automation.
Can it retrieve any file in our Google Drive?
The connection should be limited to authorised scope, with the current product's permission behaviour validated before use. Relevance does not override access or sharing rights. Test restricted folders and similarly named files. The workflow should help locate approved material without becoming a way to expose documents beyond their intended audience.
Does a free calendar slot mean a meeting can be booked?
No. Availability is an input to coordination, not permission or agreement to attend. Define who may invite participants and what review is required. Confirm time zones, event details and recipient intent before sending. The product should support that decision process rather than assume that an empty slot authorises every proposed meeting.
How should sensitive email content be handled?
Review connected-account access, processing services, logging, storage and retention for the current deployment. Use synthetic or approved redacted examples initially. Limit the workflow to the information it needs and define who can review outputs. A product description does not establish a complete security or privacy arrangement for every organisation's correspondence.
Can it distinguish an outdated document from the current one?
That depends on source organisation, metadata and the current retrieval workflow. Test document versions and ambiguous filenames in the demonstration. The reviewer should verify content and relevance before sharing. Do not assume that a plausible search result is the approved version or that a model can reliably infer document status without supporting evidence.
What happens when a connected service is unavailable?
The workflow should expose the unresolved step and avoid implying that a reply, file share or meeting action completed when it did not. Test interrupted connections and repeated requests during evaluation. A clear state and recovery path matter because retrying an uncertain action can create duplicate invitations or unintended communications.
What should a pilot measure?
Choose a defined request type and compare preparation effort, correction needs, document accuracy and scheduling errors against the current process. Include exceptions and review time. Avoid promising a fixed number of hours saved before measurement. The pilot should establish whether the connected workflow is useful and controllable in your actual account environment.
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