AI Responds to ALL Emails: ChatGPT Automates Email Replies with Zapier, Gmail, and Outlook
Let's build with Zapier and AI (100+ videos)📅 2024-08-06
Transcript
[00:00] by the end of today's video I'm going to show you how you can use zapier and any email provider you have to start automatically responding to emails we're going to start using artificial intelligence which can integrate into zapier to start personalizing emails and automatically responding to emails therefore two major things you should know first major thing yes it works with Gmail and yes the automation you'll see today works with Outlook as well so you're telling me Corbin all I have to do is watch this video and I'll be able to start automatically responding to emails saving time in my business and doing stuff I actually care about yes
[00:30] let's jump in welcome back y'all today's video is sponsored by zapier but as you already know we've been working with zapier for quite a while now in collaboration with zapier if you want more content by me I'm on the zapier channel as well so go ahead and subscribe here as well to check out all the automations I've been creating quite recently today's video is on my channel the next video will be on their Channel vice versa the automation we create in today's video will be in the description down below all you got to do is click it it's for free get going here's how we're going to approach today videos so as we
[01:01] know with any type of business you're getting a ton of emails and as we know when you get these emails it can get annoying because there just too many so we're going to go ahead and set an automation here where we'll automatically create a draft email to respond to all these customer inquiries to ensure that when we approach each email we already have a template already filled out for us so to start off here typically in the context of business we have some type of lead form so we're going to go and create a lead form using zap your interfaces however you typically receive customer inquiries whether it is a pop-up form on your website a Google form or alternatively
[01:31] someone just directly contacting your email this will apply to all of that Creator form let's go ahead and jump in now what's great about zap your interfaces tables and this entire ecosystem is that they interconnect so it's going to make this process a little bit more simple but this can be applied to any type of app that integrates with zapier and on top of that any type of app that has API or ability just to access it for now though let's create a form we're going to hit add once we've added our form here let's add the relevant information that we typically care about in an inquiry so obviously we got to talk to the person that reaches
[02:01] out to us so we'll have an email we'll go ahead and add another box here for name scroll down here we're going to go ahead and hit insert field I'm going to go ahead and drag this up here now that we get the name we get the email what else do we need we are a lawn moing business so let's go ahead and also get what they're looking for so I'm going to go ahead and change this type here to dropdown in the dropdown we're going to do Services let's go with lawn mowing trimming and weed control now that we have these three services outlined in our drop down here we can go ahead and
[02:33] hit insert field now something I want to make very clear here is that you don't necessarily need some type of static input like this what you'll see in this video is that we can handle any type of incoming email and really approach it however we want and that's due to the fact of artificial intelligence ability to actually analyze the email and respond in a manner that is relevant to us knowing this though let's add one last item here the last item we're going to add here is going to be square feet because because in order to accurately quote someone or at least put them in the right direction and this is also
[03:03] going to give us context of how big of a businesspersonal home we're dealing with here we need to know the square footage we'll go ahead and make sure we choose number here and enter field now that we got the fields that are relevant to us when it comes to a customer inquiry let's go Ahad and create a zap here that will trigger based off the submission as I said before this could be any submission pop up on your website Google form type form Etc to do so in this context we're going to hit actions here add action form submit run zap create zap zap zap zap zap zap zap zap zap
[03:37] let's go ahead and add some test data here so we have something to play around with and we're not just dealing with a bunch of empty variables let's enter some information in I'm going to go ahead and take the inititive here I'm going to say my name is John with my wria email in there say my services is lawn mowing and then the square footage is 2,500 this is all going to be relevant to us as each one of these variables is going to take the artificial intelligence response down a different path hit submit once we submitted it we can go ahead and just test this trigger we should get our test data here there we go and actually what's really cool about zaper is that
[04:07] if you didn't want to go through that little process there they actually give you test data naturally keep that in mind we're going to do for submission B here let's go ahead and add our next step here in this next step we're going to do Chad gbt with Chad gbt and its actions we have a bunch of different options but in the context of how we want to approaches you have two major ones you can go with either conversation with assistant or conversation now typically you can just align with conversation more specialized versions is with assistant which we can jump into in future videos for now we'll do conversation continue choose your
[04:38] account and here we go first thing you should identify is now we can use gb4 on Mini which is a very Advanced model from open AI this is going to allow us to get very very cost effective use cases for AI and have really really good outputs sound good let's go and make our prompt context we are a lawn mowing business named Green Acres estate we have received the following customer inquiry semicolon and here's what I want you to
[05:10] identify for yourself first thing is that any first line in a prompt is going to be context we want to give the chatbot an understanding of what the heck it's even reading next thing context of what the business is or a lawnmowing business are you a web design business are you a coffee shop whatever you are next the name of the business what's your name for this one we're just going to say Green Acres estate and and finally what is the data that we're receiving and how is it relevant for us it's we're receiving a customer inquiry and obviously through email or alternatively a form submission with this we can say customer inquiry
[05:41] semicolon and then we're going to go ahead and every single one of these variable points we'll go ahead and identify now to be clear if the customer inquiry that's coming in is the body of the email you would simply put body email semicolon parenthesis and then input the body of the email in this context because it is a the form we're going to do each one as its own line I'm going scroll down here and here is the relevant data so we're going to do name put in the parenthesis name we're going to go ahead and put Services semicolon
[06:11] parenthesis now why do I use parentheses why why are you using parentheses Corbin I don't understand I like using parentheses as it it allows the CH gbt prompt to identify that this is the specific variable we're talking about no overflow don't want that so we're going to go ahead and do Services here lawn mowing and then finally the square foot square feet so me go in parenthesis go ahead and put whatever your relevant information is maybe you want to put the email subject line the email body proceed in that manner now before we create a effective draft response here because of the fact that we're not using assistant where we can load in data and
[06:42] then reference a chbt endpoint that is specialized in our business we're going to add more context of what the Green Acres estate is our typical way of responding and everything above the board in that manner so what we're going to do here is we're going to do Green Acres estate and we'll put context with the Green Acres context here let's add some information that we want to show up or we know shows up in a lot of these emails so we don't have to keep typing it out so first off we can just start off by saying tone business casual or is your tone funny or is your tone mean I
[07:12] don't don't be mean unless like that's part of the service I don't know how to respond if semicon lawnmowing and this is where we're going to list out all of our relevant information that we care about so for us we have three major services and we have a a variable point of square feet therefore depending on the type of service we may want a different response or if it's the same response then don't worry about this part for us let's go ahead and try three different ways of approaching the idea of depending on what the user is
[07:43] requesting so lawnmowing ask if they are available for a call in the next two days ask if there is any animals on site maybe that's relevant to lawn Mo Maybe we don't want a lawn mow and then all of a sudden a gopher gets hit in the head who knows if you can't tell I don't do a lawnmowing business if you do let me know in the comments trimming we can go ah and say ask how tall trees are on site how many bushes are on site Etc and
[08:17] then weed control we could say ask if they are fine with pesticides notice how each one has its very specific inquiry Point depending on the email we're receiving this is important as this allows us to be very specific in our responses not too General and finally we can do square footage here I'm going to go ahead and set up a very simple logic here where if the property is under 3,000 ft do this if the property is over 3,000 ft do this if the property is over
[08:47] 3,000 ft because our use case is 2,500 we'll go in and say if the property is under 2,500 ft so you can kind of see the output in that manner if the property is under 2,500 ft don't don't try to upsell window cleaning services so this is a very specific use case here the idea here is this if the property has more than 2,500 ft then we're going to assume we could possibly upsell them with no cleaning services but the major thing here is that when you see these outputs and how it's going to Output you're going to identify the fact that
[09:17] window cleaning services never shows up the reason it never shows up is because the current property we're dealing with is only 2,500 ft sound good let's keep going coming down here we're going to add format in our format we're going to simp put Max of four sentences this is so that the response doesn't turn into paragraphs unless you want paragraphs if you want paragraphs to say Max of 20 sentences 18 16 15 start with the customer's name and so on is there specific stuff you want to structure your email in your drafts what you care
[09:49] about Etc from here we set up a pretty good prompt we can gohe and lock this in with a memory key or say Biz response to customer this could be anything random string of 32 characters in theory I could have just went like this but let's name it something we can reference later that's going to allow us so that in long term we have a ton of emails every been responded to we get consistent outputs as it continue here test St we may need to adjust this prompt slightly depending on whether we want a body or not and we're good
[10:19] actually we don't it didn't output a subject line but it just went straight to the meat here so we got hi John thanks for reaching out to Green Acres estate we'd love to help you with your lawn mowing needs are you Avail notice how it knows it's lawnmowing are you available for a quick call in the next two days to discuss your requirements notice that it does reference a quick call in two days that we've identified that is important for lawnmowing are they available for a call in the next two days good discuss your requirements also could you let us know if there's any animals on site identify that as well looking forward to hearing from you
[10:51] pretty good you'll see how we will translate this into an email pretty soon here but just to prove to you how cool this is we can go ahead and change lawn mode to trimming and Watch What Happens copy just for an example here I'm going to continue retest step this should ask how tall the trees are on the site and how many bushes are on the site retest that hi John thank you for contacting Green Acres estate about your trimming needs trimming to better assist you could you please tell us how tall your trees are boom on your property and how many bushes you have pretty good y'all
[11:22] this shows you how this can really apply to very specific use cases when responding to different types of emails that are coming in for your business bus let's go and jump this we're going to go ahead and come over to add a step here this could be Gmail Outlook or whatever email provider you use we're going to go and do Gmail with Gmail we're going to do either crate draft reply or create draft for our context we're going to do create draft continue choose whatever Gmail account you like with this connected we can get going here so we'll start off by saying Green Acres estate inquiry and then the individual's name which we can find the form submission
[11:52] scrolling down here John keep going down here we can go ahead and add our body now from our conversation hey here this is going to be reply once we added a body here we can actually add fixed text as well that will show up in every single email so maybe the last little part we want to add here is like D Dash Corbin brown or cheers Corbin Brown therefore we're going to get a variable or a personalized body of the email for every type of email but then the end point will or the end of the email will be cheers Corbin Brown this could be links emails or just whatever your
[12:23] traditional footer is alternatively if you set up a signature within your Gmail or Outlook you can add that here as well so for me I'll add the signature and then on top of that which is really cool is that we can actually add a label automatically we can add an attachments automatically and do all this as well but for now we're going to continue here and we're going to see our draft test St and here we go we got our draft here and we got our subject line Green Acres estate inquiry for John coming into our email here you can see we have our signature if you wanted to add it or not
[12:54] also our fix text which is cheers Corbin Brown and our personalized body therefore we just save some time I don't have to look at that form submission I just received like okay John trimming 2,500 no no no no just boom the automation we created here today can be applied to your business right away all you got to do is click that little link share the zap add the zap zap zap zap and zap if you want to see more videos like this I'm doing a ton of content on zap your's Channel now and of course on this channel so make sure to subscribe to both make sure to leave a like is
[13:26] completely free is it free Corin it's free and I'll see you in in the next video