Agentic Ai in Action:
The Ai Draft & Approve Emailer
The Goal/Use Case
To have AI instantly write professional replies to incoming emails, but always pause to get final human approval before sending.
The Challenge:
If you let Ai respond to emails automatically, it’s fast, but you risk sending a poor or embarrassing reply. On the other hand, manually reading and writing every email is slow and wastes time. You need speed without losing control.
The Agentic Ai Solution:
This system is your safe, high-speed email assistant. It acts as an agent by taking an incoming email, generating a perfect, professional response, and then deciding to stop and ask a team member for a quick "OK" before it hits the send button.
The 4 Steps of this Ai Workflow
The AI Draft & Approve Emailer
| Step | Business Function | What It Does (The Benefit) |
|---|---|---|
| 1. The Inbox Listener | Incoming Email Trigger | The system constantly monitors your inbox. When a new email arrives, it immediately pulls it in and converts the message into a clean format for the AI to read easily. It starts the process instantly. |
| 2. The Summarizer | AI Analysis and Condensing | The AI (using a model like DeepSeek) first reads the entire email and writes a concise, short summary of the main points. This summary is used to ensure the final response is accurate and focused. It understands the email quickly. |
| 3. The AI Draftsman | Response Generation | Using the summary, the AI (using a model like OpenAI) is asked to write a professional business reply that is concise (less than 100 words). It saves you the writing time. |
| 4. The Safety Check | Human-in-the-Loop Approval | The system sends an email to a human reviewer (like a manager) showing both the original email and the AI's draft response. The human simply clicks "Approve." If approved, the automated email is sent instantly. If not, it stops. It ensures zero mistakes. |
The Evidence
Safety: The Human-in-the-Loop system ensures no embarrassing or incorrect emails are ever sent automatically.
Speed: Reduces the time to reply from hours to minutes, as the human only has to review and click one button, not draft the full email.
Technology: A simple workflow that uses different Ai models for summarising and drafting, providing reliable, professional communication with human oversight.