Where the answers come from and how you keep them right

Sources

RooMail answers from your material and nothing else. Point it at what your organisation already has written down, and that becomes the only place an answer can come from.

WEBSITE

Pages, FAQs, product detail, hours and contact information, recrawled as the site changes.

DOCUMENTS

PDFs, Word and text files. Policies, terms, price lists, warranty and refund conditions.

NOTES

Short answers you type in yourself, for the things that live in someone’s head and nowhere else.

If the answer is not in there, RooMail does not invent one. The email goes to a person instead.

Voice

Your past replies set the tone, so a RooMail answer reads like the person who usually writes them. Length, formality, how much explaining you do, whether you sign off with a first name. You can adjust any of it per category, and per mailbox.

Rules

Rules are written in plain words against a category, and they decide what happens rather than suggesting it. Most organisations start strict and loosen a category at a time.

Rules to get you started

Anything about a refund over a set amount goes to a personComplaints are never answered automaticallyLegal and insurance mail is flagged, never draftedNotifications and receipts are archived on arrivalKnown customers get a faster path than cold senders