Multi Language Email Responder System
Customer Support / CRM Automation / E-commerceProblem Description
Businesses with global operations receive customer queries in multiple languages across different time zones. Responding manually in the customer’s native language is inefficient, costly, and prone to inconsistency. The Multi-Language Email Responder System enables a coordinated team of AI agents to receive, translate, understand, and respond to emails in the customer’s original language—intelligently and instantly. Automating this workflow enhances customer satisfaction, reduces response time, and ensures brand consistency in communication.
How It Works
Emails are fetched from a central inbox via API. A Language Detection Agent identifies the source language. The Email is then translated to English using a Translation Agent. A Context Understanding Agent determines the intent and classifies the email (e.g., complaint, query, feedback). A Response Generator Agent drafts an appropriate response, which is then translated back into the user’s original language. The translated response is sent back using an Email Dispatch Agent. All communication between agents is coordinated using Syncloop APIs.
Who can use this
- Global E-commerce platforms
- Multinational SaaS providers
- International NGOs
- HR departments with global operations
- Government helplines receiving multilingual feedback
Benefits
- 24/7 multilingual support
- Real-time, consistent customer responses
- Reduction in manpower costs
- Higher customer satisfaction and retention
- Scalable to support more languages without overhead
Agents Required
| Agent Name | Specific Roles and Capabilties |
|---|---|
| Email Fetch Agent | Connects with inbox APIs to fetch unread emails periodically. Passes email ID, sender info, and message to downstream agents. |
| Language Detection Agent | Detects the source language using NLP tools. Passes metadata for appropriate translation. |
| Translation Agent | Translates email content from source language to English and vice versa. Supports integration with multilingual translation APIs (e.g., Google Translate). |
| Context Understanding Agent | Analyzes translated content using LLMs to extract intent, emotion, and urgency. Categorizes the email into defined types (query, complaint, etc.). |
| Response Generator Agent | Uses predefined templates + LLM completions to draft personalized responses based on detected intent and customer profile. |
| Reverse Translation Agent | Converts the generated English response back into the user’s original language with contextual nuance. |
| Email Dispatch Agent | Sends the finalized multilingual response via email using SMTP or integrated email APIs. Archives sent status to the database. |
Tool v/s Agent Name
| Tool | Agent Name |
|---|---|
| EmailReaderTool | Email Fetch Agent |
| LangDetectTool | Language Detection Agent |
| MultilingualTranslatorAPI | Translation Agent, Reverse Translation Agent |
| IntentClassifierLLM | Context Understanding Agent |
| EmailReplyGeneratorLLM | Response Generator Agent |
| MailSenderTool | Email Dispatch Agent |
Syncloop API Usage
| API Endpoint | Method | Input Parameters | Output Format | Agent Name |
|---|---|---|---|---|
| /email/fetch | GET | { inbox_id, last_checked_time } | { email_id, from, subject, message_body } | Email Fetch Agent |
| /language/detect | POST | { text: message_body } | { language_code: "fr" } | Language Detection Agent |
| /translate/forward | POST | { text, from_lang, to_lang } | { translated_text } | Translation Agent |
| /intent/classify | POST | { message: translated_text } | { intent, urgency, category } | Context Understanding Agent |
| /reply/generate | POST | { category, customer_name, context } | { reply_text } | Response Generator Agent |
| /translate/reverse | POST | { text, from_lang: "en", to_lang: detected_language } | { translated_reply } | Reverse Translation Agent |
| /email/send | POST | { to, subject, body } | { status: "sent", timestamp } | Email Dispatch Agent |
Flow Summary
- Email Fetch Agent fetches unread emails from a specified inbox using /email/fetch.
- Language Detection Agent identifies the source language using /language/detect.
- Translation Agent translates the original message into English using /translate/forward.
- Context Understanding Agent extracts the intent, urgency, and category using /intent/classify.
- Response Generator Agent drafts a human-like reply based on detected category using /reply/generate.
- Reverse Translation Agent translates the reply back to the original language using /translate/reverse.
- Email Dispatch Agent sends the translated reply to the customer using /email/send.
- All interactions and statuses are logged for reporting and future analytics.
Optional Enhancements
- Sentiment Analysis Agent: Identifies emotional tone for better empathy in responses.
- CRM Connector Agent: Retrieves customer context from internal CRM (past orders, ticket history).
- Feedback Collector Agent: Sends follow-up surveys for satisfaction metrics.
- Analytics Dashboard Agent: Tracks language volume, response latency, and CSAT.
- Voice-to-Text Agent: For converting voice messages to text in supported languages.
Ideal (Key Performance Indicator) KPIs to Measure Success
- Response Time Reduction > 80% vs manual support
- Customer Satisfaction Score (CSAT) > 4.5 / 5
- Language Coverage Accuracy > 95%
- End-to-End Automation Rate > 90%
- Ticket Resolution Time < 10 minutes per interaction
- Cost Reduction in Support Ops > 60% in Tier-1 query handling
- Email Categorization Accuracy > 92%
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