Welcome new clients from their intake form
Writes a personalised welcome email from each new client intake row, asks you to approve it, then sends it or drafts it.
Apps it connects
Authenticate each one once and the workflow is ready to run.
What it does
Each integration step this workflow runs, in order, what it is for, and the conditions and loops that decide when it runs.
- 1Google SheetsRead columnReads the email addresses already on your welcomed tab, at the start and again before each approval, so nobody gets a second welcome.
- 2Google SheetsRead rowsReads each intake row's name, email and notes, skipping any that are incomplete or carry an invalid address.
For each
row- 3AnthropicGenerate model responseAsks the AI to write a short welcome greeting the client by name and referring to what they asked for.
If
welcomeBodyis not empty- 4Google SheetsRead column
- 5Google SheetsAppend rowRecords the client's address, name and the time when their email goes up for approval, then again with whether it was sent or drafted, before it leaves.
If
outcomeis “Sent”- 6GmailSendSends the welcome email to the client under your firm's name, but only after you approve it.
Otherwise
- 7GmailCreate draftSaves the welcome as a Gmail draft addressed to the client when you reject it or nobody decides in time.
- 6
- 4
- 3
How it works
What happens on each run, in plain English.
Every hour, your client intake sheet is read and a personalised welcome email is written for each new client from what they told you on the form. Each email comes to you as an approval request with the address it would go to: approve it and it goes out under your name; reject it, or leave it, and it is saved as a Gmail draft for you to edit.
Nothing reaches a client without a person approving it, and nobody is welcomed twice. Every client is written to a record tab before you are asked and again before their email leaves, and that tab is read back before each request, so a run that starts while another waits, a rerun or an accidental second run cannot repeat a welcome. A row missing a name, address or notes is reported and skipped rather than guessed at, an invalid address is skipped too, and the intake sheet itself is only ever read.
Before the first run you need an intake tab with 'Name', 'Email' and 'Notes' columns, a second tab headed 'Email', 'Name', 'Outcome' and 'Welcomed at', and a short description of your firm, what it does and how you like to sound.
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