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ABSTRACT
Email plays a vital role in all organization whether it is business, government, manufacturing or education considering the use
of email as a primary communication tool in companies for manufacturing. Large companies assign staff for replying mails to
the customer’s queries. It creates a large substantial problem for an employee to read and reply to the email sent by customers.
As a solution to this problem, our paper suggests a method through which we can train the machine automatically to reply to the
customer.
Keywords :— Artificial Neural Network, Classifiers, Lemmatization, Lowercasing, Stemming, Tokenization.
I. INTRODUCTION
In highly reputed computer manufacturing companies and categorization of email into multiple categories. The email
other organizations the customer interacts with the received from the customers are passed to classifiers and
manufacturers through email as the standard means of partitioned into predefined categories. Once the category of
customer services. Customers are the great assets for a email is identified, the classifier sends the emails with the
company. So, in every company, there is a department which category to the selector. When the selector receives the
handles customer services. They provide services or solutions notification from the classifiers, they pick the correct solutions
to the customer’s problem. Customers send their product from the database and redirect to customer's email from the
issues to the company through email, and the customer company server.
representatives read and reply to the email. Efficient reply is Judy Strauss et al [3] proposed an idea about the reaction of
provided by the representatives to the customers; This method management to the customer. His study deals with exploring
is effective if there are large number of employees to attend company’s responses to genuine complaints via email and
the customers or the number of customers should be less. customer reactions to these responses. The method behind his
Large companies assign staff for reading and replying mail to ideology is to collect the complaints from customers and send
the customers. If more emails are received, then more this email letter to the researcher. A content analysis was
employees are needed to process the mail. More money and performed on company responses to complaint email using
time are consumed. A case study reported that a firm in the predetermined classification and characteristics. The response
UK with 2850 email users actually spent ₤40,848 per day for rate is measured and time stamp is calculated in order to reply
reading and responding to emails [1]. Solution to this process the email.
is provided by AERS.
In AERS the customer interacts through their login, for III. PROPOSED METHOD
example, a computer manufacturer gets a complaint on the This paper suggests a method of automatic email
installation of software. When the customer faces such a responding system using a neural network. The customer
problem, they send a mail to the company. The solution for sends mail to the company about the product. This complaint
the complaint will be present in the dataset which is redirected will be collected in the company database and the matching
to the customer automatically. So in order to provide an answer will be sent to the customer via the company's email id.
efficient and effective way to process emails we propose We use the concept of the neural network for training and
automatic email responding system. prediction of email. Fig 1 shows customer and system
interaction; the customer sends queries and the system
II. LITERATURE REVIEW automatically replies to it. Fig 2 shows the detailed
Weiwen Yang and Linchi K Wok [2] proposed a method architecture of the system. The system consists of
for improving the automatic email responding system for preprocessing, vectorization, model creation & training,
computer manufacturers via machine learning. A customer evaluation and solution model. The preprocessing phase
may have different queries, these queries are passed to the consists of word tokenization, lowercasing, stemming and
system. In his paper he classifies the email into multiple lemmatizing. The tokenized word is then vectorized to form
categories by machine learning algorithms and is stored in a bag of words where the stopwords are removed. The result
database, where the database contains the web pages link to obtained will be used for model creation and is trained using
each category and predefined solution to each answer for each neural network.
category. They use K-means++, KNN and NB algorithm for
REFERENCES
[1] T.W. Jackson, A. Burgess, and Edwards, “A simple
approach to improving email communication: Going