Email Tool - PLai Framework Documentation

Email providers (such as SMTP, SendGrid, or AWS SES) are configured once at the project level, not per tool, so every agent in the project sends through the same connection. This keeps credentials centralized and makes it easy to swap providers without touching individual agents.

What is an Email Tool?

An Email Tool lets you:

✅ Send emails from agents
✅ Use configured email providers
✅ Support dynamic recipients
✅ Include rich content
✅ Track email delivery
✅ Integrate with customer communications

Agent Process:

Agent generates email
Calls Email Tool
- To: recipient
- Subject: text
- Body: content
Email Provider sends
Email delivered

Use Cases

Customer Support Notifications

An agent resolves a support ticket and sends a confirmation:

Agent Process:
Receives support request
Resolves the issue
Calls Email Tool to send confirmation
Recipient: customer email
Subject: "Your support ticket has been resolved"
Body: Issue summary and solution

Order Confirmations

An e-commerce agent processes a purchase:

Agent Process:
Validates order
Processes payment
Uses Email Tool to send order confirmation
Recipient: customer email
Includes order details and tracking info
Sends receipt

Alert Notifications

An agent detects an important event:

Agent Process:
Monitors data/metrics
Detects anomaly
Uses Email Tool to alert stakeholders
Recipients: admin, team lead
Subject: "Alert: Unusual activity detected"
Includes details and recommended actions

Follow-up Communications

An agent initiates a workflow requiring follow-up:

Agent Process:
Completes initial task
Sends email with next steps
Includes links for user actions
Schedules follow-up
Recipient: user or team member

Configuration

Adding Email Tool to an Agent

Go to Agent Settings

Open the agent where you want to use the Email Tool

Open Tools Tab

Navigate to the Tools configuration section

Add New Tool

Click “Add Tool” and select “Email”

Configure Tool

Name: Descriptive identifier (e.g., “Send Notification”)
Description: What this tool does
Email provider should be configured at project level

Save

Email Tool is now available to the agent

Email Provider Configuration

Email providers are configured at the project level, not per-tool:

Go to Project Settings
Find Email Configuration
Select email provider (SMTP, SendGrid, AWS SES, etc.)
Enter credentials
Verify connection

Once configured, all agents in the project can use the Email Tool.

How to Use

Email Parameters

When calling the Email Tool, agents specify:

{
  "to": "recipient@example.com",
  "subject": "Your support request has been resolved",
  "body": "We've successfully resolved your issue...",
  "cc": "supervisor@example.com",
  "bcc": "archive@example.com",
  "reply_to": "support@example.com"
}

Required Fields

To: Recipient email address (required)
Subject: Email subject line (required)
Body: Email content (required)

Optional Fields

CC: Carbon copy recipients (optional)
BCC: Blind carbon copy (optional)
Reply-To: Reply address (optional)
Attachments: Files to attach (optional)
HTML Body: Rich HTML formatting (optional)

Dynamic Recipients

The agent can use context to determine recipients:

Agent Prompt Example:

"When sending an email:
1. Ask the user for their email if not provided
2. Verify email format looks valid
3. Use Email Tool with that address as 'to'
4. Confirm email was sent"

Email Content Best Practices

Subject Line:

Clear and specific
Includes action or status
Example: “Your order #12345 has shipped”

Body:

Professional greeting
Clear explanation of purpose
Specific details (order numbers, dates, etc.)
Call to action if needed
Professional closing

Email Tool vs Workflow Email Node

Aspect	Email Tool	Workflow Email Node
Usage	From agents	In workflows
Flexibility	Agent-controlled	Workflow-defined
Dynamic Content	High flexibility	Template-based
Recipient	Agent specifies	Workflow specifies
Use Case	Agent responses	Automated notifications

Best Practices

Verify Recipients

Always verify email addresses before sending

Clear Subject Lines

Use descriptive subjects for easy identification

Professional Content

Keep emails clear, concise, and professional

Error Handling

Handle delivery failures gracefully

Example: Support Agent Sending Confirmation

Agent: Customer Support Bot
Tools: Email Tool, Ticket API

Scenario: Support ticket resolved

1. Agent closes ticket
2. Gets customer email from ticket
3. Calls Email Tool with:
   - to: customer_email
   - subject: "Ticket #[ticket_id] resolved"
   - body: "Your issue has been resolved..."
4. Email sent successfully
5. Agent confirms to customer

Email Template Example

Subject: Your Support Request Has Been Resolved

Dear [Customer Name],

Your support request (Ticket #[TICKET_ID]) has been 
successfully resolved.

Issue: [Brief description]
Resolution: [What was done]
Reference: [Ticket link]

If you have any questions or concerns, please reply 
to this email or contact our support team.

Best regards,
Support Team

Troubleshooting

Email not sending

Symptoms: Email Tool executes but email doesn’t arriveSolutions:

Verify email provider is configured correctly
Check recipient email address is valid
Review project email settings
Check email logs for errors
Verify email credentials haven’t expired

Invalid email address

Symptoms: Error when sending to provided addressSolutions:

Validate email format in agent prompt
Ask user to confirm email if unclear
Implement email verification in agent
Check for typos in dynamic email addresses

Email delivery delayed

Symptoms: Email takes a long time to arriveSolutions:

Check email provider status
Review email size/content
Check recipient’s spam folder
Verify sender reputation
Review provider rate limits

Agent not calling Email Tool

Symptoms: Agent has tool but doesn’t use itSolutions:

Add to agent prompt when to use email
Include examples in prompt
Test with explicit instruction
Verify tool is properly configured

Email provider errors

Symptoms: Error messages from email serviceSolutions:

Verify credentials are correct
Check API key or token hasn’t expired
Review provider’s rate limits
Ensure sender address is verified
Contact email provider support if needed

Advanced Usage

Rich HTML Emails

Send formatted emails with HTML:

Agent can include:
- Formatted text
- Images and logos
- Links with styling
- Tables for data display
- Colors and fonts

Conditional Email Logic

Agent Prompt Example:

"When responding to customers:
- If issue resolved: Send confirmation email
- If escalation needed: Send to supervisor email
- If follow-up required: Send with action items
- Always include ticket reference number"

Email with Context

Agent Process:
Gathers context from conversation
Formats email with relevant details
Sends to appropriate recipient
Logs email in conversation history
Confirms action to user

Integration Examples

Support Workflow

Support Agent receives ticket → 
Gathers information → 
Resolves issue → 
Calls Email Tool to confirm → 
Customer receives confirmation

Order Processing

Order Agent processes order → 
Validates payment → 
Calls Email Tool with confirmation → 
Customer receives receipt → 
Calls Workflow for fulfillment

Alert System

Monitoring Agent detects issue → 
Analyzes severity → 
Calls Email Tool to alert team → 
Team receives notification → 
Takes appropriate action

Next Steps

Email Tool Configuration - Set up email provider
Agent Configuration - Add tools to agents
Workflows with Email - Use email in workflows
Create Your First Agent - Get started with agents

​What is an Email Tool?

​Use Cases

​Customer Support Notifications

​Order Confirmations

​Alert Notifications

​Follow-up Communications

​Configuration

​Adding Email Tool to an Agent

​Email Provider Configuration

​How to Use

​Email Parameters

​Required Fields

​Optional Fields

​Dynamic Recipients

​Email Content Best Practices

​Email Tool vs Workflow Email Node

​Best Practices