What is an Email Persona?

Email Personas in Eloquens AI allow users to create customizable AI-driven email identities to manage workflows and automate communications efficiently. Here’s an overview of their utility and how to set them up.

 

What Are Email Personas?

An Email Persona is a virtual identity configured to:

• Represent specific roles within your organization (e.g., "Support Agent," "Sales Representative").
• Manage workflows using dedicated email aliases.
• Send, receive, and draft emails tailored to your business needs.
• Simplify email communications by using predefined settings for tone, routing, and content.

 

Why Use Email Personas?

1. Role-Specific Communication:
   • Assign distinct roles and responsibilities to each persona.
   • Customize responses based on the role (e.g., a Support Agent handling queries vs. a Sales Representative engaging leads).
2. Professional Branding:
   • Use branded email aliases like support@company.com or sales@company.com to maintain a professional image.
3. Streamlined Workflows:
   • Automate email responses, routing, and tone to improve efficiency.
4. Centralized Management:
   • Monitor and manage all communication from a single dashboard.

 

Set Up Email Aliases (Optional)

1. To use Email Personas effectively, consider creating an email alias before connecting to your account.
2. Aliases allow you to send and receive emails under a specific identity, such as support@company.com.
3. How to Create Email Aliases:

• For Google Accounts: Follow the instructions provided by Google to create aliases.
• For Microsoft Accounts: Use Microsoft’s guide to set up aliases.

 

Examples of Email Personas

1. Managing Your Personal Inbox (You Are the Business)

Why It Matters: If you're a small business owner or solo entrepreneur, managing customer emails can take up hours of your day. Let Eloquens take that burden off your shoulders.

Example Setup: John Doe runs a small business and wants Eloquens to handle customer enquiries and general inbox replies.

Outcome: Eloquens will reply directly as John Doe, giving a professional impression while saving time.

When to Use: If you are the face of the company, this scenario ensures all emails look personal and polished.

 

2. Managing a Shared Inbox (Direct Sign-In)

Why It Matters: Shared inboxes, like success@company.com, are often managed by multiple team members. Having Eloquens handle it directly ensures faster responses and avoids confusion.

Example Setup: John Doe wants Eloquens to manage the shared success inbox that his team manually monitors. Sign in directly: Use the credentials for success@company.com instead of your personal email.

Outcome: Eloquens will manage this inbox directly, replying as Joseph Doe, the Success Manager.

When to Use: Perfect for team-managed inboxes like support@, sales@, or success@, where efficiency and consistency are crucial.

 

3. Handling Company Support (Using an Alias)

Why It Matters: Creating a separate email alias for customer support helps your business appear more organized and professional. It also separates support emails from your personal inbox.

Example Setup: John Doe wants Eloquens to manage his company's support inbox, support@company.com, without needing a separate account. First, create an alias, ensure support@company.com exists under your main email account:

• How to create a Google Alias
• How to create a Microsoft Alias

Then, connect your main email account (e.g., john.doe@email.com), and select the alias previously created:

Outcome: All support responses will come from support@company.com, signed by Jane Doe, the Support Agent.

When to Use: Use this setup if you want to separate support tasks from your main inbox without creating a new email account.

 

Best Practices for Using Email Personas

1. Match Persona Roles to Workflows: Assign relevant personas to specific workflows for clarity and efficiency.
2. Leverage Aliases: Use aliases to manage multiple identities within a single email account.