Generate Email Ability

The Generate Email ability allows scribes to automatically compose and send emails based on the context of a session. When triggered, the scribe writes both the subject and body of an email using your instructions and all available session information.

Key benefit: Instead of manually writing summary emails after every interaction, let your scribe automatically compose contextual, personalized emails that include relevant details from the conversation.

How It Works

When a Generate Email ability executes, the scribe:

Gathers all context from the session (conversation, entries, uploads)
Reads your email instructions
Composes a subject line and email body
Sends the email to the specified recipient

What the Scribe Has Access To

When composing an email, the scribe has comprehensive access to all session information. This ensures the generated email is accurate, contextual, and personalized.

Session Context Includes:

Complete conversation history - Every message exchanged in the session
Uploaded files - All images, documents, and attachments with secure URLs
Entry data - Any entries created or updated during the session
Scribe metadata - Organization name, scribe name, and personality
Session details - Session ID, timestamps, and lifecycle information

Conversation History

The scribe can see the full conversation between the user and itself, allowing it to reference specific details, questions, or concerns raised during the interaction.

Example conversation context:

User: I need to order 500 units of product A for next Tuesday

Scribe: I can help with that. What's the delivery address?

User: Ship to our warehouse at 123 Main Street

The scribe can reference all of these details when composing the email, ensuring nothing is missed.

Uploaded Files and Attachments

Any files uploaded during the session are accessible to the scribe. This includes images, documents, PDFs, and other file types. The scribe receives:

Filename and content type
Secure, time-limited URL for accessing the file
Ability to reference or embed files in the email

Using Uploads in Emails

You can instruct the scribe to include uploaded files in the email:

Example instructions:

"Include the uploaded invoice image in the email body and mention the document that was attached."

The scribe will automatically generate HTML to embed images or link to documents:

Images: Embedded inline with proper sizing (max-width: 600px)
Documents: Linked with filename as the link text

Entry Data

If any entries were created or updated during the session, the scribe can reference this information in the email. This includes entry names, field values, and links to view them in Obelisk.

Example:

If a scribe creates an order record during a conversation, it can include order details like product names, quantities, and delivery information in the email summary.

Writing Effective Instructions

The email instructions you provide guide the scribe's composition. Be specific about what should be included, the tone, and the structure.

Good Instructions Include:

Purpose: What is this email for?
Key information: What details must be included?
Tone: Formal, friendly, urgent, etc.
Subject guidance: What should the subject line convey?
Specific requirements: Include attachments, links, or specific formatting?

Example Instructions

Basic summary email:

"Write a friendly summary of our conversation. Include all the order details we discussed. Use the subject line 'Order Confirmation - [Customer Name]'."

Detailed with attachments:

"Compose a formal email summarizing the customer's concern about the delayed shipment. Include the uploaded tracking screenshot and reference the new delivery date we agreed on. Subject should be 'Shipment Update - Order #[Order Number]'."

Session summary:

"Create a professional email summarizing our conversation. Include the key details we discussed and highlight any important concerns or next steps. Subject: 'Session Summary - [Date]'."

Email Format and Styling

Generated emails use basic, email-friendly HTML formatting that works across all email clients.

Default Formatting

Clean, professional HTML structure
No custom colors or complex styles (unless specifically requested)
Properly formatted links to Obelisk entries and resources
Signed with the scribe's name
Includes disclaimer that replies cannot be received

Automatic Link Generation

The scribe knows how to create proper Obelisk links:

Entry links: https://obelisk.li/e/[entry-type-slug]/entries/[entry-id]
List views: https://obelisk.li/e/[entry-type-slug]
Search results: https://obelisk.li/e/[entry-type-slug]/entries?search=query

Best Practices

Be Specific in Instructions

The more detailed your instructions, the better the email. Tell the scribe exactly what information to include and how to structure it.

Reference Uploads Explicitly

If you want uploaded files included in the email, mention it in your instructions. By default, the scribe will only reference them if asked.

Set the Right Lifecycle

Use the on_complete lifecycle to automatically send emails when a session concludes, or anytime if you want manual control.

Test Your Instructions

Try a few test sessions to see how the scribe interprets your instructions. Adjust the wording to get the results you want.

Consider Tone and Personality

The email will reflect your scribe's personality setting. Make sure the personality matches the type of emails you want to send.

Recipients Must Be Organization Users

For security, generated emails can only be sent to users who are members of your organization in Obelisk.

Need help? If you're not getting the email results you expect, try making your instructions more specific or adjusting your scribe's personality settings. You can also contact support for assistance.