**Software Requirements Specification (SRS)**
**Document Title:** AI-Powered Email Summarizer and Auto-Responder for Office Professionals
**Version:** 1.0
**Prepared For:** Office Professional Individuals / Small-to-Midsize Businesses (SMBs)
**Prepared By:** [Your Company / Development Team]
**Date:** December 11, 2025
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### 1. Introduction
#### 1.1 Purpose
This SRS outlines the functional and non-functional requirements for an AI-powered application that automatically summarizes incoming emails and generates intelligent draft responses. The system targets office professionals overwhelmed by email volume, helping them prioritize, understand, and respond efficiently without manual triage.
#### 1.2 Scope
The system (“EmailAI Pro”) operates as a desktop/mobile companion or browser extension integrated with major email clients (e.g., Outlook, Gmail). It:
- Monitors user’s inbox in real time (with explicit permission).
- Summarizes each new email using NLP.
- Suggests smart, context-aware draft replies.
- Learns user tone and preferences over time.
- Supports manual overrides and feedback loops.
It **does not** send emails autonomously unless explicitly approved by the user.
#### 1.3 Definitions, Acronyms, and Abbreviations
- **NLP**: Natural Language Processing
- **SLO**: Service Level Objective
- **PII**: Personally Identifiable Information
- **SMTP/IMAP**: Standard email protocols
- **OAuth 2.0**: Secure authorization framework
---
### 2. Overall Description
#### 2.1 Product Perspective
EmailAI Pro is a standalone client application with optional cloud backend for model training and sync. It integrates via official APIs (e.g., Microsoft Graph, Gmail API) — **never** requiring email passwords.
#### 2.2 User Classes and Characteristics
- **Primary User**: Busy professionals (managers, consultants, executives) receiving 100+ emails/day.
- **Secondary User**: Administrative assistants who manage inboxes on behalf of others.
- **Admin**: IT personnel managing deployment/security in SMB environments.
#### 2.3 Operating Environment
- **Desktop**: Windows 10+, macOS 12+
- **Mobile**: iOS 15+, Android 10+
- **Web**: Chrome, Edge, Firefox (via extension)
- **Backend**: Cloud-hosted microservices (AWS/GCP/Azure)
#### 2.4 Assumptions and Dependencies
- Users grant read/send (draft-only) permissions via OAuth.
- Internet connectivity required for AI processing (unless offline mode enabled).
- Email providers support modern APIs (Gmail, Outlook 365, etc.).
---
### 3. System Features
#### 3.1 Email Ingestion & Monitoring
- Connect securely to user’s email account(s) via OAuth 2.0.
- Poll or stream new emails in real time.
- Support multi-account (up to 3 per user).
#### 3.2 AI-Powered Summarization
- Generate concise, accurate summaries (<50 words) of each email.
- Highlight urgency, sender importance, and action items.
- Preserve tone and key entities (names, dates, requests).
#### 3.3 Smart Response Drafting
- Auto-generate 1–3 draft replies based on email intent (e.g., “Schedule meeting”, “Approve request”, “Provide info”).
- Customize tone: Professional, Concise, Friendly, Formal.
- Insert smart placeholders (e.g., {{meeting_time}}, {{document_link}}).
#### 3.4 Learning & Personalization
- Learn from user edits: If user frequently rewrites “Hi” → “Hello”, adopt that preference.
- Track response history to improve suggestions.
- Allow manual feedback (“This suggestion was helpful / not helpful”).
#### 3.5 Priority Inbox & Filtering
- Auto-label emails: “Action Required”, “FYI”, “Low Priority”, “Urgent”.
- Allow custom filters (e.g., “Always summarize emails from CEO”).
#### 3.6 Privacy & Control
- All email data processed with end-to-end encryption (in transit and at rest).
- Option to process emails locally (on-device AI) for sensitive users.
- User can disable AI for specific senders/domains.
#### 3.7 User Interface (UI)
- Clean sidebar or overlay in email client.
- One-click apply/ignore suggestions.
- Settings panel for tone, privacy, accounts, and learning preferences.
---
### 4. Functional Requirements
| ID | Requirement | Description |
|----|-------------|-------------|
| FR-01 | Account Integration | User can connect 1–3 email accounts via OAuth 2.0. |
| FR-02 | Real-Time Processing | New emails are summarized within 10 seconds of arrival. |
| FR-03 | Summary Generation | System generates a bullet-point or paragraph summary of ≤50 words. |
| FR-04 | Draft Response | System provides 1–3 context-aware response drafts. |
| FR-05 | Tone Customization | User selects preferred reply tone (4 options). |
| FR-06 | Edit & Send | User can edit draft, then send directly from native email client. |
| FR-07 | Feedback Loop | User can rate AI suggestions; system logs for model retraining. |
| FR-08 | Offline Mode | Core summarization available offline using lightweight on-device model. |
| FR-09 | Priority Tagging | Emails auto-tagged based on content, sender, and historical behavior. |
| FR-10 | Privacy Toggle | User can exclude specific senders/domains from AI processing. |
---
### 5. Non-Functional Requirements
| Category | Requirement |
|--------|-------------|
| **Performance** | - Summarization latency ≤ 2s (cloud), ≤ 5s (on-device)<br>- Support 500+ emails/day per user |
| **Security** | - Zero email data stored permanently<br>- PII anonymization during processing<br>- SOC 2 compliance for backend |
| **Reliability** | - 99.5% uptime for cloud services<br>- Graceful degradation if AI service fails |
| **Usability** | - First-time setup ≤ 3 minutes<br>- 90% of users can generate/edit a draft within 1 minute of onboarding |
| **Compatibility** | - Works with Gmail, Outlook (Web & Desktop), Apple Mail (via IMAP bridge) |
| **Scalability** | - Backend supports 10,000 concurrent users at launch |
| **Maintainability** | - Modular AI pipeline: easy to swap summarization or response models |
| **Privacy** | - GDPR/CCPA compliant<br>- User can request full data deletion |
---
### 6. External Interface Requirements
#### 6.1 User Interfaces
- **Desktop App**: Electron-based tray app with notification center.
- **Browser Extension**: Minimalist icon in email UI; expands on click.
- **Mobile App**: Notification-driven with in-app preview and reply.
#### 6.2 Hardware Interfaces
- None beyond standard computing devices.
#### 6.3 Software Interfaces
- **Gmail API** (v1)
- **Microsoft Graph API**
- **Apple Mail (via IMAP + OAuth proxy)**
- **TensorFlow Lite / ONNX** (on-device inference)
- **LangChain / LlamaIndex** (for context-aware response generation)
#### 6.4 Communications Interfaces
- HTTPS/TLS 1.3 for all data
- WebSockets for real-time email streaming (optional)
---
### 7. Other Requirements
#### 7.1 Legal & Compliance
- Comply with CAN-SPAM, GDPR, CCPA
- No automated sending without explicit user action
- Clear “Powered by AI” disclosure in UI
#### 7.2 Deployment
- CI/CD pipeline with automated testing
- Canary releases for AI model updates
- Feature flags for gradual rollouts
---
### 8. Appendices
#### 8.1 Use Cases (Summary)
- **UC1**: User receives 50 emails overnight → opens app → sees summaries + draft replies → sends 10 replies in <5 minutes.
- **UC2**: User marks a suggestion as “not helpful” → system adjusts future tone for that sender.
- **UC3**: User disables AI for HR@company.com → all emails from that domain appear unprocessed.
#### 8.2 Future Enhancements (Out of Scope v1.0)
- Calendar integration (e.g., “Schedule meeting” → auto-check availability)
- Voice dictation for replies
- Team inbox collaboration (shared drafts/summaries)
---
**Approvals**
Product Owner: ___________________
Lead Developer: ___________________
Security Officer: ___________________
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*This SRS is ready for development kickoff. All requirements are testable, traceable, and aligned with user pain points around email overload.*
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