📧 AI-Powered-Email-Assistant

🤖 Intelligent email management system for modern organizations.
Fetches, categorizes, prioritizes, and drafts AI-powered responses to customer support emails.

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🚀 Project Objective

AI-Powered-Email-Assistant is designed to help support teams manage hundreds (or thousands) of daily emails efficiently.
It automatically retrieves support emails, analyzes sentiment, assigns priority, extracts key details, and generates context-aware replies using LLMs.

This ensures faster, empathetic, and accurate responses, reducing manual effort while boosting customer satisfaction.

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🧱 Architecture & Workflow

     ┌ ───────────────────── ┐
     │     Email Server      │
     │ (Gmail/Outlook/IMAP)  │
     └ ───────────────────── ┘
                 │
     ┌───────────▼───────────┐
     │ Email Retrieval Layer │
     │ (IMAP/Gmail API)      │
     └───────────┬───────────┘
                 │
             Raw Emails
                 │
     ┌───────────▼───────────┐
     │ Preprocessing & NLP   │
     │ - Filtering           │
     │ - Sentiment Analysis  │
     │ - Priority Detection  │
     │ - Info Extraction     │
     └───────────┬───────────┘
                 │
     ┌───────────▼───────────┐
     │ AI Response Generator │
     │ - Context Embedding   │
     │ - RAG (Knowledge Base)│
     │ - LLM Draft Replies   │
     └───────────┬───────────┘
                 │
     ┌───────────▼───────────┐
     │ Database (Postgres)   │
     │ Emails + Metadata     │
     └───────────┬───────────┘
                 │
     ┌───────────▼───────────┐
     │ Dashboard (React/Next)│
     │ - Email List + Details│
     │ - Analytics & Stats   │
     │ - Draft Reply Review  │
     └───────────────────────┘

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📦 Tech Stack

Layer	Technology
Backend	Python, FastAPI, Uvicorn
NLP / AI	Hugging Face (DistilBERT, RoBERTa), OpenAI GPT, FAISS for RAG
Database	PostgreSQL
Frontend	React / Next.js, TailwindCSS, Recharts
Deployment	Docker, docker-compose

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🗂 Project Phases & Deliverables

Phase 1: Planning & Setup

• Define requirements
• Setup repo, .env, base project structure
  📁 Deliverables:
  README.md, base FastAPI app, frontend scaffold

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Phase 2: Email Retrieval & Storage

• Connect to Gmail/Outlook IMAP API
• Filter subjects: Support, Query, Request, Help
• Store raw + metadata in PostgreSQL
  📁 Deliverables:
  /backend/email_service.py, database schema

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Phase 3: NLP Processing

• Sentiment classification (Positive/Negative/Neutral)
• Urgency detection (keywords: immediately, critical, cannot access)
• Information extraction (phone, product, requirements)
  📁 Deliverables:
  /backend/nlp_pipeline.py, test data runs

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Phase 4: AI-Powered Responses

• RAG layer for contextual replies (knowledge base + embeddings)
• LLM draft reply generation (empathetic + product-aware)
  📁 Deliverables:
  /backend/ai_responder.py, OpenAI integration

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Phase 5: Dashboard Development

• List emails (sortable by priority)
• Email detail view (raw + extracted info + AI draft)
• Analytics: total emails, sentiment breakdown, pending vs resolved
  📁 Deliverables:
  /frontend/pages/*.tsx, Recharts graphs

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Phase 6: Final Integration & Testing

• SMTP/Gmail API for sending replies
• Docker-compose setup for full stack
  📁 Deliverables:
  Working end-to-end MVP

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⚙️ Setup Instructions

Backend Setup

1. Navigate to project:

   cd AI-Powered-Email-Assistant

2. Create virtual environment:

   python -m venv venv

3. Activate environment:
   • Windows: venv\Scripts\activate
   • macOS/Linux: source venv/bin/activate
4. Install dependencies:

   pip install -r requirements.txt

5. Update .env with actual credentials.
6. Run app:

   uvicorn app.main:app --reload

Frontend Setup

1. Navigate to frontend:

   cd frontend

2. Install dependencies:

   npm install

3. Install Recharts:

   npm install recharts

4. Start dev server:

   npm run dev

Docker Setup (Optional)

1. Update .env with credentials.
2. Run:

   docker-compose up

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🌐 Access the Application

• Backend API → http://localhost:8000
• Frontend → http://localhost:3000
• API Docs → http://localhost:8000/docs

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⚠️ Notes

• Enable IMAP and generate an App Password for Gmail.
• Requires OpenAI API key (or custom LLM endpoint).
• Ensure PostgreSQL is running and accessible.

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📧 Example Email Flow

Raw Email

From: diana@client.co  
Subject: URGENT - General query about subscription
Body: Hi team, I am unable to log into my account since yesterday. Please fix this immediately. My phone number is 9876543210.  

Extracted Info

• Sender: diana@client.co
• Subject: "URGENT - General query about subscription"
• Sentiment: Negative
• Priority: Urgent
• Phone: 9876543210
• Requirement: Account recovery

AI Draft Response

Hi [Customer Name],

I understand how frustrating it must be to be locked out of your account, and I sincerely apologize for the inconvenience.  
Our support team is already looking into this issue, and we will help restore your account access as quickly as possible.  

I will personally ensure this case is treated with top priority. Meanwhile, could you please confirm the last login attempt (date/time) for verification?  

Thank you for your patience.  

Best regards,  
[Your Support Team]  

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