Use casesWorkflow
Turn incoming inquiries into the next conversation.
Give your lead workflow an address that can ask questions, receive answers and pass the right context to your team.
Ask for the detail your team needs
A form submission or short email often leaves out the information needed for a useful response. An agent can ask a focused follow-up, keep the replies together and summarize the result for your team.
Robotomail provides the mailbox, messages and events. Your application owns qualification criteria, CRM changes, consent and the decision to contact someone again.
Connect the inquiry to a mailbox
- Create a mailbox for inquiries and complete account verification before sending.
- Use a server-side form endpoint or receive email directly at that address.
- Fetch incoming messages and thread context through the API.
- Let the agent identify missing information and propose one useful follow-up.
- Validate the recipient, preferences and content before sending. Use the original RFC Message-ID when replying to an email.
- Store the answer and handoff in your own CRM or task system.
Use the inbound email API and receive-and-reply guide for the integration.
Make qualification an application rule
Define which answers qualify the inquiry, which requests should go to a person and when follow-ups should stop. Avoid allowing a model to invent purchase intent, consent or a commitment on behalf of your team.
Give a human a concise summary with the original conversation available to authorized staff. Keep unrelated customer data out of the agent context and require review when a reply involves sensitive pricing or contractual commitments.
Measure a useful handoff
Track completed qualification conversations and accepted handoffs, not only sent emails or opens. An image load or link visit may be automated; a relevant reply is a stronger signal of an actual conversation.
Deduplicate form submissions and inbound notifications, respect notification preferences and monitor bounces or complaints. Start with a bounded incoming-inquiry workflow before expanding automation.
Give contact forms a real reply workflow
A mailto: form depends on the visitor's email client and may never submit useful data to your application. For a dependable contact workflow, submit the form to a server endpoint you operate, validate the fields and apply anti-abuse controls.
Keep the Robotomail API key on that server. Use a fixed, authorized mailbox as the sender; never turn visitor-controlled input into arbitrary sender credentials or an unrestricted relay. Send a clear acknowledgement with a reply address the agent monitors.
Your application can use the submitted details and subsequent email replies to ask focused qualification questions. Check recipient consent and preferences before follow-ups. Store CRM updates, qualification rules and handoffs in your own system.
Robotomail supplies the send and receive API. It does not host a public form-submission endpoint for arbitrary website visitors. Test the form, acknowledgement, reply and duplicate-submit behavior together.