How to Handle Customer Complaints Automatically Using AI Agents

Learn how to automate customer complaint handling using Pabbly Connect, Google Forms, Gmail, and AI agents for seamless customer engagement. Revolutionize your productivity approach with just a few strategic clicks. Uncover professional methods for connecting applications and creating workflows that reclaim hours of your week.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To handle customer complaints automatically using AI agents, the first step is to access Pabbly Connect. This powerful integration platform allows you to connect multiple applications seamlessly. Start by visiting the official Pabbly Connect website at Pabbly.com/connect.

Once there, you will find options to either sign in or sign up for a free account. If you are a new user, click on ‘Sign Up Free’ to get started. Existing users can simply sign in. After logging in, you will reach the Pabbly Connect dashboard where you can begin creating your automation workflows.

2. Creating a Workflow in Pabbly Connect

After accessing Pabbly Connect, the next step is to create a new workflow to manage customer complaints. Click on the ‘Create’ button to initiate this process. You will be prompted to select between the new beta version and the classic version. Choose the beta version for a more modern and flexible experience.

• Click on ‘Create’ to start a new workflow.
• Name your workflow, for example, ‘Handle Customer Complaints Automatically Using AI Agents.’
• Select a folder for organization, such as ‘Automations.’

After naming your workflow and selecting the appropriate folder, click on the ‘Create’ button to finalize your workflow setup. You are now ready to set up the trigger that will initiate the automation process.

3. Setting Up the Trigger with Google Forms

The next step in using Pabbly Connect is to set up the trigger for your workflow. Since complaints are collected through Google Forms, select Google Forms as your trigger app. Choose the event ‘New Response Received’ to capture incoming complaints.

After selecting the trigger, you will receive a webhook URL from Pabbly Connect. This URL is essential for linking your Google Forms to Pabbly Connect. Copy the webhook URL and head over to your Google Form where you will link it to your responses.

• In Google Forms, navigate to the ‘Responses’ tab.
• Select ‘Link to Sheets’ to connect the form responses to a Google Sheet.
• Make sure your Google Form is published to allow submissions.

Once the Google Form is linked to a Google Sheet, you can test the connection by submitting a test complaint. After submission, check the Google Sheet to ensure the response is captured correctly.

4. Connecting Google Sheets to Pabbly Connect

Now that your Google Form is set up, the next step is to connect Google Sheets to Pabbly Connect. To do this, you need to install the Pabbly Connect Webhooks add-on in your Google Sheets. Click on ‘Extensions’, then ‘Add-ons’, and select ‘Get Add-ons’ to search for the Pabbly Connect Webhooks add-on.

After installing the add-on, refresh your Google Sheets. Navigate back to ‘Extensions’, select ‘Pabbly Connect Webhooks’, and click on ‘Initial Setup’. You will need to enter the webhook URL you copied earlier and specify the trigger column, which is the final data column in your Google Sheet.

Paste the webhook URL into the designated field. Set the trigger column to the final column where data will be added. Click ‘Submit’ to complete the setup.

After successfully configuring the connection, test it by sending a test response from Google Sheets to ensure that data is being captured correctly in Pabbly Connect.

5. Using AI to Generate Responses and Send Emails

With the Google Sheets connected to Pabbly Connect, the next phase is to use an AI tool to generate personalized responses to customer complaints. Select your preferred AI tool, such as Gemini, and set the action event to ‘Generate Content’. Connect this action to your Pabbly Connect workflow.

During the setup, you will need to provide an API key for the AI service. This key can be obtained from your AI tool’s dashboard. After entering the API key, you will set the text prompt for the AI, mapping relevant customer complaint details from the Google Sheets responses.

Map customer details such as name, complaint, and category into the text prompt. Select the AI model and method for content generation. Save and send the request to generate the AI response.

Once the AI generates a personalized response, the final step is to send this response via email using Gmail. Set up an action step in Pabbly Connect to send an email, mapping the recipient’s email address from the Google Sheets data and including the AI-generated content in the email body.

Conclusion

In conclusion, using Pabbly Connect allows businesses to automate the handling of customer complaints effectively. By integrating Google Forms, Google Sheets, and AI agents, you can ensure timely and personalized responses to customer concerns, enhancing customer satisfaction and trust.