AI Tools - explanation and setup

What are AI Tools?

AI Tools are the sources and helper functions Frida uses when she writes replies to your emails.

When you receive an email, Frida analyzes the content and automatically decides which sources can help write the best response.

Each tool has its own color, so you can quickly see what type of information was used.

FAQ, knowledge base and website are part of Personal and Pro.

Tip: You don't need to do anything – Frida automatically chooses the right sources based on the email content.

• FAQ Tool (Purple)

FAQ Tool searches your FAQ database to find standard answers to common questions.

When it's used: • Customer asks a frequently asked question • There's an existing FAQ answer that matches • Question is about products, prices, or policies

Example: "What are your opening hours?" → Finds and uses your FAQ answer about opening hours.

• Meetings (Amber)

Frida uses meetings from your Outlook calendar as context in the reply.

When it's used: • The email is about a meeting already in your calendar • The sender is about to meet with you • A previous meeting is relevant to the reply

Example: "Thanks for yesterday's meeting" → Frida knows which meeting is meant.

• Customer Tool (Blue)

Customer Tool retrieves information about the sender from your customer database.

When it's used: • Frida wants to personalize the response • Context about the customer is needed • History with the customer is relevant

Information retrieved: • Customer name and company • Number of previous emails • Active deals • Recent interactions

Example: "Hi, I have a question about our agreement" → Frida knows the customer has 3 active deals and 15 previous emails.

• Deal Tool (Green)

Deal Tool finds active deals related to the customer.

When it's used: • Email is about an ongoing deal • There's reference to an offer or agreement • Customer has active sales opportunities

Information retrieved: • Deal name and stage • Value and probability • Expected close date • Recent activities

Example: "I'd like to hear more about the offer" → Frida includes context about the active deal worth $5,000.

• Knowledge Tool (Cyan)

Knowledge Tool searches your uploaded documents for relevant information.

When it's used: • Question requires specific information • FAQ search didn't give results • Details from manuals or guides are needed

Supported file types: • PDF, Word, TXT, Markdown • Emails (.eml, .mbox) • ZIP archives with documents

Example: "How do I install the product?" → Finds the installation guide from your uploaded manual.

• Website Tool (Rose)

Website Tool retrieves information from your company website to personalize replies.

When it's used: • Customer asks about something on your website • Updated info about your products or services is needed • Email is about pricing, features or other website content

Features: • Crawls and indexes your website automatically • Finds relevant pages based on email content • Keeps information up to date

Example: "What does your enterprise plan cost?" → Finds pricing information from your website's pricing page.

How to see which tools were used

When you review a draft, a colored badge shows which tools Frida used:

• Purple badge = FAQ Tool was used • Yellow/Amber badge = Meetings from your calendar were used • Blue badge = Customer Tool was used • Green badge = Deal Tool was used • Cyan badge = Knowledge Tool was used • Rose badge = Website Tool was used

Click on the badge to see exactly what information was found and used in the response.

Tip: Multiple badges can appear at once if Frida used several tools to write the response.