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Conversation bundle and client email

A conversation bundle combines short meeting notes, an internal email and a draft email to the client.

In brief

Create a conversation bundle

  1. Open Meeting notes + follow-up email on Home.
  2. Add a transcript, conversation text or documents. You can also use Choose existing material.
  3. Click Continue to settings. Enter a subject and client folder if you wish.
  4. Check the primary language, any second language and the chosen approach.
  5. Click Create conversation bundle. Read through the three results and check every commitment, recipient and attachment before you set up or send the client email.

Suitable attachments for the client email

When something is promised in a conversation, standard brochures and price lists can be suggested as suitable attachments.

  1. Open Library, Reference documents and add the files with clear names.
  2. Create a conversation bundle in which the commitment to the client appears.
  3. Under Promised in this conversation, check which files Rapportly suggests. A missing file stays visible under Still to be provided.
  4. Set up the client email as a draft and check the text, recipient and attachments. You can also download files separately.
  5. Remove any incorrect attachment and only send the email after you have checked everything.

Please note. A downloaded draft file does not end up in your mailbox automatically. So set up the email through a connected mailbox or send it yourself.

Tasks

Create a conversation bundle

Options: Paste transcript · existing material · settings

  1. Open Home, Meeting notes + follow-up email.
  2. Paste the conversation text or choose existing material.
  3. Go to Settings and choose a title, a client folder if needed and the output language.
  4. Create the bundle and check the meeting notes, internal email and client email separately.

Add existing material to a conversation bundle

Options: Existing recording · conversation text

  1. Open the Input step and choose Choose existing material.
  2. Select the right recording or source from the material you have access to.
  3. Check the selected text before you go to Settings.

Set the title, client folder and language

Options: Client or subject · client folder · primary language · second language

  1. Go from Input to Settings.
  2. Fill in Client or subject and choose a client folder if you wish.
  3. Choose the primary language and turn on a second language if it is available and needed.
  4. Check the summary of the language choice before you create the bundle.

Choose the quality tier of a conversation bundle

Options: Cost · quality · Customize

  1. Under Settings, open How would you like your document to be created? and choose Customize.
  2. Compare the available tiers for cost and attention to the text.
  3. Choose the tier that suits the purpose and then check the choice shown.
  4. Only start when the source and settings are correct.

Review the meeting notes and emails after processing

Options: Meeting notes · internal email · client email · commitments

  1. Open the result of the completed conversation bundle.
  2. First check the meeting notes against the conversation.
  3. Check actions, commitments and recipients in the internal and external email.
  4. Correct any mistakes and only share or send the reviewed result.

Check suitable attachments for a client email

Options: Suggested attachments · still to be provided · remove

  1. First put the right files ready under Library, Reference documents.
  2. Create the conversation bundle with the commitment from the conversation.
  3. Check Promised in this conversation and Still to be provided.
  4. Remove incorrect attachments and check the email before you set it up.

Set up a client email as a draft

Options: Download draft file · download attachments separately

  1. Open the reviewed client email of a conversation bundle.
  2. Choose Set up as draft and open the downloaded email file in a suitable email program.
  3. Fill in the recipient and check the subject, text and attachments.
  4. Only send it from your email program after that check.

Detailed explanation

Matching attachments for your client email

Promised to send a brochure, price list or another document during a conversation? Rapportly suggests the matching file from your document library for the draft email. Available from Pro+.

  1. Add your reusable documents

    Go to My work → Attachments and add brochures, price lists or guides. Use clear file names.

  2. Create a conversation bundle

    Use the transcript or your notes. Include your promise, for example: I will send you our maintenance contract brochure.

  3. Review the suggested attachments

    Promised in this conversation shows matching documents. If no file is found, the promise appears under Still to provide.

  4. Prepare the client email

    Prepare as draft downloads an email file with the suggested attachments. You can also download each file separately. Open in your email app does not include attachments automatically.

  5. Review and send

    Open the draft in a compatible email app, enter the recipient and review the text and attachments. Remove any attachment that does not fit. Rapportly tells you if a file could not be added.

No direct mailbox connection is needed. Downloading creates a draft file; it does not place anything directly in your mailbox or send an email.

What you see can depend on your role, your plan and your organisation's integrations. Review every draft you create before you share or send it.