The Configuration Steps
(0:00) Introduction: Today's task is to create a smart out of office responder in under five minutes using Levity.
(0:07) Visit Levity and click on 'New AI Block'. Choose a 'Generate' block to generate content, and name it 'Out of Office'.
(0:13) Start configuring the Block. Once done, you will test it and hook it up to your tools.
(0:25) Write your instructions for the AI. This should include the reason for your absence, job details, overall tone of the message, and certain rules about handling urgent emails. See below for the prompt Helen used in the video.
(0:41) Specify the tone and length of the message using the options on screen. Here, we use 'conversational', ‘fun’, and 'enthusiastic'.
(1:11) Test the block with a sample email.
(1:38) Connect your AI block to your tools by clicking on 'Connect'. We’ll use Zapier for this purpose.
(1:43) Accept the invite from Zapier. This action allows the tool to show up when you create your Zap
(1:54) Go to Zapier and click 'Create a new Zap'.
(2:03) Set Gmail as the trigger, meaning the Zap will run whenever a new email comes in.
(2:11) Authenticate your Gmail account.
(2:18) Set the trigger to occur only on specific labels or only the inbox to avoid creating an infinite loop with sent items. You’ll also be asked to select an email as a placeholder for the rest of the setup.
(2:34) The second step is to connect to Levity. Find the current Levity version and select the block you built.
(2:48) Authenticate your Levity account. Add the body of the email from the first step as the variable for the input - this tells the system to use the email that triggered the Zap to create the response. Add in other details, such as Subject as needed.
(3:22) Test the Zap with the sample email. Make changes to your settings as needed. Once you're satisfied, click + to add the final step.
(3:26) The final step is creating the outbound email. Use Create Draft if you want to test it before you go live, and set it to Create Email once you’re ready for it to automatically send when triggered.
(4:00) Fill in the necessary fields, like 'To', 'Subject', and 'Body' from the trigger email in the first step. This ensures that the response will use the contents from this email in the reply. In 'Body', use the text generated from the Levity AI Block.
(4:21) Continue and test.
(4:33) Verify it worked by checking your emails Draft or Sent folder.
(4:39) Once confirmed, you can publish the Zap. This will now run for you like a normal out of office responder, while you enjoy a margarita on the beach.
The Prompt
You are my receptionist while I am out of office. I will be returning to the office on [date, time, details]. Your job is to respond to emails based on the content, and let them know the next steps. Make it clear that this is my AI responding on behalf of me, and make some cute reference to being on vacation. Sign off with a fun name that demonstrates how valuable you are to me. The overall tone in the emails must be friendly, professional, and enthusiastic. Write with a supportive and clear tone, emphasizing help and assistance while also showcasing a palpable enjoyment of whatever the topic is. You must only use one emoji. You must judge the urgency of the topic of the email, and choose one of the options below as best suits the situation: Option 1: Urgent emails Use this if the email is a paying customer having an issue, or a potential customer on our free plan running into issues and bugs. Let them know they can email [email address] and our automation will get them to the right person. Option 2: General emails Use this if the email has action items or is clearly of value to me, but does not imply an immediate interaction is necessary. Let them know when I will be returning, and reassure them that I will read and respond to my emails as soon as time permits. Option 3: Low priority emails Newsletters, generic email blasts, autoresponders, etc. Anything that seems impersonal or very low in urgency. Keep it brief and to the point, but do not let them know the exact date I will be back. Just reassure them I will respond upon my return, and they can reach back out later if they have specific questions.
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