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AI-Powered Email Automation with RAG for Global IT Solutions Provider

vstorm.co

Information technology

Challenges in Email Communication Management

Manual processing of multilingual customer inquiries consumes significant employee time and resources. Challenges include language diversity, real-time product database searches, structured email composition, and maintaining consistent communication guidelines across global operations.

About the Client

Global provider of IT solutions specializing in digital ecosystems for SMBs, with 27 subsidiaries and operations in 151 countries

Automation Goals for Enhanced Efficiency

Automate end-to-end email response workflow
Reduce response time to real-time capabilities
Enable hyperpersonalized communication at scale
Integrate real-time product catalog data with AI responses
Free human resources for strategic account management

Core System Functionalities

Automated email classification and intent recognition
Multilingual natural language generation (NLG)
Real-time product catalog integration
Context-aware product recommendation engine
Response template compliance with brand guidelines
Cross-referencing of complementary products

AI/ML Technologies

Large Language Models (LLMs)

Retrieval-Augmented Generation (RAG)

Transformer-based neural networks

Microsoft Outlook API integration

System Integrations

Microsoft Outlook email platform
Real-time product database
Multilingual NLP processing tools
CRM system for customer context

Operational Requirements

High-availability architecture for 24/7 global operations
Response latency under 2 seconds
Data encryption and GDPR compliance
Scalable infrastructure for 10,000+ daily inquiries
Bias detection and mitigation mechanisms

Expected Business Impact

Projected 70% reduction in email processing time, 24/7 real-time customer responses, 40% cost savings in customer service operations, and improved customer satisfaction scores through personalized, immediate communication. Enables strategic resource reallocation to high-value account management activities.