Genesys Email Routing (CE16) for Genesys Engage cloud
What's the challenge?
When customers take the time to send an email, they expect a quick, personalized response. But as the volume of email interactions increases, you struggle to provide timely and helpful responses. Trust in email as a reliable communication channel is declining among your customers and employees.
What's the solution?
Automatically distribute emails to the best-fit agent based on content analysis and keywords. Genesys Email Routing streamlines your response process using email automation functionality that enables you to monitor, measure, and optimize your email flow to create a better customer experience.
- 1 What's the challenge?
- 2 What's the solution?
- 3 Use Case Overview
- 4 Use Case Definition
- 5 User Interface & Reporting
- 6 Assumptions
- 7 Related Documentation
Use Case Overview
Story and Business Context
Email is still one of the most reliable and desired ways for customers to interact with companies for support. It is an essential avenue for companies to serve and engage with customers while providing a consistent and positive customer experience. By routing to the best-fit agent, Genesys can improve handle time, first contact resolution, agent utilization, and customer satisfaction. To support your company’s goals for the ideal customer experience, Genesys’ email solution enables automatic acknowledgments and routes the email to the appropriately skilled agent.
Use Case Benefits*
|Use Case Benefits||Explanation|
|Improved Employee Occupancy||Blending email with voice and chat allows agents to make better use of downtime between calls and chats to improve employee occupancy.|
|Improved First Contact Resolution||Direct interactions to an expert through skills-based routing improve First Contact Resolution.|
|Improved Net Promoter Score||Addressing customers requests in a timely manner through skills-based routing improves Net Promoter Score|
|Reduced Handle Time||Reduce handle time by routing emails to agents with the right skills.|
A customer sends an email to a company via email address. The email is captured by the Genesys system, categorized and prioritized, and then queued to the best-skilled and available agent based on the category. If applicable, the agent composes a proper response, sends back the email answer, and dispositions the interaction accordingly. Quality review by a supervisor can be enabled if necessary. If the customer replies to the agent's email, the email can be routed back to the previous agent for consistency purposes. Reporting and analytics functionality is available to provide visibility into the email backlog and to help improve email handling and customer experience.
Use Case Definition
Business Flow Description
- A customer sends an email to one of the public addresses (such as email@example.com) monitored by the Genesys email solution.
- Genesys periodically checks corporate inboxes for new emails using IMAP & Graph API.
- The new email is captured by Genesys including “From,” “To,” “Subject” & "Body" as metadata. These contents are used to classify, prioritize, and segment.
- The system sends out a receipt acknowledgment email to the customer with a predefined template.
- Based on the segmentation rules and categories set by the business, the right agent to process this email is identified.
- Once an agent with the requested skill is available, the email is routed to the agent's workspace application with screen pop showing “From,” “To,” and “Subject” information. Any available contact information from the Genesys Contact History (customer name, for example) and previous contact history is also displayed.
- Genesys verifies if the corresponding user exists as a contact within the Genesys Universal Contact History (by email address). If the contact does not exist yet, Genesys creates the contact. The email and any response by the agent are attached to the contact.
- Once the agent accepts & reads the email, they need to decide if a reply is needed.
- If no reply is needed, the agent marks the email as done.
- If a reply is needed, the Agent creates an outbound reply email, potentially using a standard response template.
- Optionally, emails can be routed to a supervisor for review. If the email is flagged for the supervisor review, the supervisor can take the following actions
- Accept & send
- Edit & send
- Send it back to the Agent for further review with comments (Reject)
- The agent can set a disposition code to mark the business outcome for reporting purposes.
Business and Distribution Logic
In the logical flows in the previous sections, there are various process steps driven by configuration parameters and additional business logic within the system. These parameters and the underlying logic are described in this chapter.
Capturing of Incoming Emails
In step 2 of the business flow, the Genesys system checks the customer's mailboxes for new emails (up to 100 mailboxes supported by default). The following configuration options are available:
- Address of email server
- Authentication details for mailbox
- Protocol for communication (Graph, IMAP)
- Polling frequency (how often the mailbox is checked for new emails; default is 30 seconds)
- Maximum size of emails accepted by Genesys. Emails larger than this size are left in the mailbox and not captured by Genesys. (Max size is set to 25 MB by default. A larger email size requires approval, and additional charges may apply.)
The Genesys Workspace displays standard responses available to the agent, grouped by category. Standard Responses accepts parameters, such as Customer Name, which are filled in automatically when inserting the standard response into outgoing emails. The customer must provide the standard responses.
Available parameters for configuration by customer
The following lists the parameters used for the distribution logic. These parameters are configurable by category:
- Skill / skill level for the first, second, third, and fourth targets
- Supervisor skill / skill level for the first, second, third, and fourth targets
- Overflow timeouts for overflowing to skill-based routing and from overflowing between targets. These timeouts are based on age of interaction.
- Auto-acknowledge message
- View email in queue
- Manage queue
- Transfer email to agent
- Manage email information in queue
The following flow describes the logic for the distribution of emails to the best skilled and available agent.
Distribution Flow Description
- The system checks for email.
- The email is assigned a category and prioritization schema based on business defined rules.
- The system waits for an agent to be available that matches the skill and skill level defined by the category and Designer endpoint until a specified timeout is reached.
- The potential pool of agents is expanded by reducing the requested minimum skill level. The system waits for an agent until a second timeout is reached.
- The potential pool of agents is expanded by reducing the requested minimum skill level. The system waits for an agent until a third timeout is reached.
- The potential pool of agents is expanded a final time by reducing the requested minimum skill level.
If the agent cannot complete an email, they can store the email in their personal workbin. When they need to access the email, they can pull it from their workbin and continue working on it.
Additional Distribution Functionality
Additional functionality for the distribution logic includes:
- Reroute on no answer (RONA): If an agent does not accept the email interaction, the email interaction is automatically put back into the distribution flow after a time-out. The agent is set to not-ready.
- Blending with other media types is possible.
- Transfers are possible to agents satisfying the skills of another category.
User Interface & Reporting
Customer Interface Requirements
Customers use iWD Manager to configure their mailboxes, create business rules to categorize emails, apply prioritization schemas and direct to Designer endpoints for routing.
Agent Desktop Requirements
The following lists the minimum requirements for the agent desktop:
- Access to Universal Contact History
- Configuration of not-ready reason codes (Admin Work, Lunch, Meeting, Pause, RONA, and Training).
- Configuration of disposition codes (Cross Sell, Need Follow Up, Not Right Skill, Processed, Terminated, Transferred, Up Sell)
- Access to standard response library
- Agent to Agent transfer
- Agent to Queue transfer
- Store draft email in personal workbin
- Interaction Queue Management for supervisors
iWD Manager's Summary Tab is the new interface for real-time dashboards. It gives you several options for displaying dashboards for monitoring the state of email controlled by iWD: by backlog, by volume, by SLA, by categories, by timing, and by path. For more information on the available dashboards in the Summary Tab, visit here.
Pulse is a Genesys application that offers personalized dashboards based on specific functional, organizational, or geographical needs. Pulse dashboards present information using graphical "widgets" that can be used as graphs or tables, showing information about specific key performance indicators, such as service level, email interaction handled, and the average handle time. With Pulse you can:
- Monitor the current state and activity of Contact Center objects to help decide about staffing, scheduling, and call routing strategies.
- Create widgets from predefined and user-defined templates for a fast and easy text or graphical presentation of selected or user-defined object statistics.
- Predefined templates
|Display Alias||Description||Display Format|
|Login Time||The total time that monitored agents were logged in. Applied to GroupAgents and GroupPlaces, this statistic type calculates the total login time for all the agents belonging to the specified group.||time|
|Ready Time||The total time this agent spent waiting for the next email.||time|
|Not Ready Time||The total time this agent spent in a not Ready status for email media.||time|
|% Email Occupancy||The ratio of time handling email sessions to the total login time of the Agent.||percent|
|Ringing Time||The total amount of time that email pop-up was alerting the agent desktop.||time|
|Handle Time||The total amount of time the agent spent handling email (The duration is not restricted to the agent focus time).||time|
|AHT||The average amount of time the agent spent handling email (The duration is not restricted to the agent focus time).||time|
|Offered||The total number of emails that were offered for processing to this resource or agent group during the specified period. This statistic type counts interactions both offered by business routing strategies and other agents.||integer|
|Offered (hr)||The total number of emails that were offered for processing to this resource or agent group during the specified period. This statistic type counts interactions both offered by business routing strategies and other agents.||integer|
|% Accepted||The percentage of emails accepted by the agent based on total of emails proposed.||percent|
|% Rejected||The percentage of emails rejected by the agent based on total of emails proposed.||percent|
|% Missed||The percentage of emails missed by the agent based on total of emails proposed.||percent|
|Accepted||The total number of emails that were offered for processing and that were accepted during the specified period.||integer|
|Accepted (hr)||The total number of emails that were offered for processing and that were accepted during the specified period.||integer|
|Rejected||The total number of emails that were offered for processing and that were rejected during the specified period.||integer|
|Rejected (hr)||The total number of emails that were offered for processing and that were rejected during the specified period.||integer|
|Missed||The total number of emails that were offered for processing and that were missed during the specified period.||integer|
|Missed (hr)||The total number of emails that were offered for processing and that were missed during the specified period.||integer|
|Done||The total number of inbound emails that were terminated by an agent or agent group during the specified period.||integer|
|Done (hr)||The total number of inbound emails that were terminated by an agent or agent group during the specified period.||integer|
|% Done||The percentage of emails terminated by the agent based on total of emails proposed.||percent|
|% Trans Made||The percentage of emails transferred to another agent based on total of emails proposed.||percent|
|Transfers Made||The total number of email transfers made by this agent or agent group during the specified period. Applied to GroupAgents or GroupPlaces, this statistic type calculates the total number of transfers made by all agents belonging to the respective group. This statistic type counts each transfer instance separately including those transfers where the agent transfers the same interaction more than once.||integer|
|Unsolicited sent||The total number of emails sent by the agent without being solicited by customers.||integer|
Note: Pulse does not have any dedicated email reports. It only provides agent-specific reports and dashboards.
Genesys CX Insights (GCXI) provides customizable reports and dashboards that can help you track the benefits of this use case by analyzing historical data KPIs that illustrate the routing and handling of interactions.
Some of the most relevant reports that are useful to measure the effectiveness of the engagement rules and efficiency of the use case are found in the Email folder, including:
- Agent Summary Activity Email Report — Examine a breakdown of the duration of the different agent states (Ready, Not Ready, Busy, and Other) for a specific media type, fully accounting for the agent's interaction time (time spent handling interactions).
- Agent Utilization Email Report — Learn about agent activity when handling email, including, for each agent, the average time to handle an interaction, the number of offered email interactions, the number rejected, and the number and percentage of accepted and transferred interactions.
Other reports relevant to this use case include:
- Interaction Handling Attempt Report — Explore segment-related details regarding an agent’s handling of contact center interactions that are stored in the Info Mart INTERACTION_RESOURCE_FACT table. This includes both the time that was required to distribute the interaction to the agent, and data about the agent’s contiguous participation in the interaction.
For more information about the Genesys CX Insights reports, see Get started with Genesys CX Insights.
- Mailboxes supported: Gmail, O365, and Microsoft Exchange
- Protocols supported: IMAP and Graph API
- One outbound mail server supported
- Genesys captures emails from the corporate email server. The customer is responsible to configure the email server appropriately so Genesys can check for and retrieve new emails in 30-second intervals.
- Spam filtering is to be handled at the level of the corporate email server. Spell check is performed by the customer's web browser. No functionality related to spam or spell check are included within the Genesys implementation.
All required, alternate, and optional use cases are listed here, as well as any exceptions.
|All of the following required:||At least one of the following required:||Optional||Exceptions|
- Genesys Info Mart and GCXI in place for historical reporting.
- Workspace Web Edition is used as agent desktop.
- iWD Manager's Summary Tab is used for real-time dashboards.
- Pulse is used for Agent specific real-time reports.
- Integration with one corporate email server.
- V 1.1.5