Email Drafts

Email Drafts

Create and manage professional customer emails with AI assistance.

Overview

Email Drafts helps you compose effective customer communications. Use AI to generate context-aware email drafts, then customize and send directly from Karolina.

Email Dashboard

Access from main navigation:

1. Click Email Drafts in the sidebar
2. View all drafts
3. Create new drafts
4. Track scheduled and sent emails

Draft States

Creating Email Drafts

From Account

Create email for specific account:

1. Open account profile
2. Click Email tab
3. Click New Email
4. Select recipient(s)
5. Compose your message

From Dashboard

Quick email creation:

1. Click Compose button
2. Select recipient
3. Write email
4. Send or schedule

AI-Powered Generation

Generate emails with AI:

1. Click Generate with AI
2. Select email type:
   • Check-in
   • Follow-up
   • Renewal outreach
   • Expansion proposal
   • Thank you
   • Introduction
   • Meeting recap
   • Custom
3. Provide context:
   • Key points to include
   • Tone (formal, friendly, persuasive)
   • Length preference
4. Click Generate
5. Review and edit
6. Approve or regenerate

Email Templates

Pre-Built Templates

Creating Custom Templates

1. Click Templates
2. Click Create Template
3. Enter template details:
   • Name
   • Subject
   • Body content
   • Placeholders: {{customer_name}}, {{cs_name}}, etc.
4. Save template

Using Templates

1. Click Use Template
2. Select template
3. Fill in placeholders
4. Customize as needed
5. Send or schedule

Email Composition

Recipient Selection

Select from:

• Account contacts
• Specific contact
• Multiple contacts
• Team distribution list

Subject Line

Tips for effective subjects:

Email Body

Formatting Options

Tone Settings

Attachments

Add files to emails:

1. Click Attach
2. Select files from:
   • Computer
   • Google Drive
   • Dropbox
   • Existing Karolina files
3. Files attached to email

AI Email Generation

AI Features

Generation Options

Context Injection

AI considers:

• Account health
• Recent signals
• Previous emails
• Meeting notes
• Customer profile
• Timeline events

Customizing AI Drafts

After generation:

1. Review the draft
2. Edit any section
3. Add personal touches
4. Adjust tone
5. Approve or regenerate

Sending Emails

Immediate Send

Send right away:

1. Complete email
2. Click Send
3. Confirm send
4. Email delivered

Scheduling

Schedule for later:

1. Click Schedule
2. Select date and time
3. Optional: Set timezone
4. Click Schedule
5. Email sent at scheduled time

Scheduling Options

Integration with Email Providers

Gmail

Connect Gmail:

1. Go to Settings → Integrations
2. Connect Gmail
3. Authorize Karolina access
4. Drafts sync to Gmail

Outlook

Connect Outlook:

1. Go to Settings → Integrations
2. Connect Outlook
3. Authorize Microsoft access
4. Drafts sync to Outlook

Sending Options

Tracking

Email Tracking

Track email engagement:

Activity Feed

All email activity shows in account timeline:

• Email sent
• Email opened
• Email replied
• Meeting scheduled from email

Email Management

Draft Organization

Organize drafts:

• Filter by account
• Filter by status
• Sort by date
• Archive old drafts

Bulk Actions

Perform actions on multiple drafts:

• Send selected
• Delete selected
• Archive selected

Templates Management

Organize templates:

• Create folders
• Tag templates
• Search templates
• Duplicate templates

Best Practices

Writing Effective Emails

Sending Best Practices

Troubleshooting