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Email Intelligence and Operational Settings

The BrokerOS Email Settings workspace (/dashboard/marketing/email/settings) centralizes artificial intelligence configurations, diagnostic simulation tools, and CRM taxonomy used across email broadcasts, 2-way inboxes, and automation flows. Key subsystems configured here include:
  • Email AI Assistant & Autoreply: Powers automated contextual replies and draft suggestions.
  • Inbound Webhook Diagnostics: Live connection status, endpoint URLs, and simulated payload execution.
  • Email Tags Manager: Centralized taxonomy for lead classification and automation branching.

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AI Assistant Architecture

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Email AI Configuration

Configured through the Email AI Config Card (EmailAiConfigCard.tsx):

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Model Selection and Provider

BrokerOS connects to high-speed inference engines for real-time natural language generation:
  • Groq openai/gpt-oss-120b (Default): Sub-second inference latency, ideal for immediate auto-replies with extensive context windows.
  • OpenAI gpt-4o-mini: Alternative model with high conversational nuance.
  • Encrypted Key Storage: API tokens are encrypted in the PostgreSQL database using AES-256-GCM encryption.

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System Prompt Customization

Admins can define the brokerage’s persona, communication rules, and consultation booking directives:
  • Ground the AI in brand identity (for example, luxury advisory vs high-volume brokerage).
  • Set constraints on pricing commitments (instructing the model to share indicative price slabs while deferring custom discount negotiations to human closing managers).
  • Mandate inclusion of sales desk phone numbers or digital appointment booking links.

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Autonomous Auto-Reply Safeguards

  • Activation Toggle (autoReplyEnabled): Enables autonomous outbound sending without requiring human review.
  • Loop Prevention Cap (autoReplyMaxPerLead: 3): Limits the maximum number of automated replies sent to a single lead on a thread, preventing infinite loops with customer out-of-office autoreponders.

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Inbound Webhook Diagnostics and Simulation

The Email Webhook Diagnostics Card (EmailWebhookDiagnostics.tsx) provides verified endpoint URLs for incoming email setup:

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Real-Time Inbound Simulation Runner

Administrators can test inbound parsing without sending real emails:
  1. Select the simulated provider (for example, SendGrid or AWS SES).
  2. Enter the test lead email address, campaign sender address, subject line, and inquiry text.
  3. Click Simulate Inbound Delivery. BrokerOS simulates the webhook payload, logs thread resolution, checks automation flow triggers, and displays the AI-generated reply in real time.

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CRM Email Tags Manager

The Tags Manager (EmailTagsManager.tsx) allows marketing directors to curate color-coded labels used throughout email campaigns:
  • Lead Interest Tags: #Penthouse_Inquiry, #Sample_Flat_Visited, #Flexible_Payment_Plan.
  • Engagement Triggers: Tags applied automatically when a prospect clicks floor plans or replies to a launch announcement.
  • Audience Segmentation: Use tags to build granular segments for future follow-up broadcasts.