Guide to AI-Driven Email Solutions: Multi-Templates with ChatGPT & Zapier for Gmail or Outlook

Let's build with Zapier and AI (100+ videos)📅 2023-10-26

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Transcript

[00:00] welcome back to Corbin AI where I'm showing you daily how to start leveraging artificial intelligence in your personal and your business life and you clicked on today's video as I'm going to show you a way to start automating your customer service operations and more specifically this is in the context of either having a business that generates leads or just having a business when dealing with customer inquiries I'm going to show you two different types of automations that's going to be able to handle these kind of emails now the specific flow I'm going to be showing you today actually comes from our Marketplace here called Web Cafe AI software so entally from

[00:30] here you can grab a bunch of pre-built Solutions but we're going to actually be building out this one live and the value associated with this is either $97 for an individual business or $200 for a commercial business so if you find Value today's video make sure to like because I'm going to give it completely free here and you're going to learn how to essentially set up an automation that's going to save you a bunch of time when it comes to handling customer service or lead generation in your business so without further Ado let's goad and jump into today's video we're going to go ahead and create our first zap here and

[01:00] our first zap is going to be based if you deal with receiving leads through a form like system so what I mean by that is if I jump over to the PDF that is provided post purchase we can kind of scroll down here and we can see that the option one is going to be a form trigger so this is assuming that you have a website uh a lead fills out a form and typically based off that leads information we can kind of guess or assume the different types of templates we already have structured based off previous lead or customer support situations

[01:32] furthermore just so you can understand what option two is I'm going to scroll down here real quick and option two is on the context that we have no form trigger and rather we just receive a new email in our inbox we're going to use AI in order to analyze that email and make sure it goes down the right path so we're going to learn both ways today without further Ado let's go and jump into our first way here which is going to be a form trigger so with our key here we know that if there's an asteris it needs action if there are square brackets these inputs and then this is just a comment coming from us here so

[02:03] let's going to start off here so as you see here the first block we're going to set up here is going to be a form trigger this could be anything this could be Shopify Google forms whatever it may be for us we use web flow so I'm put web flow here and let's go and begin here so this is going to be for the situation and context that you have a form on your website you would just integrate it here for here we got form submission and we're going to go ahead and find our old website from this account here once you find your website here we're going to go ahead and choose our specific form which we named it email form here I'm going to hit continue here I'm going test this

[02:33] trigger all right I'm going to go ahead and actually cuz I got some real data there I'm going to go ahead and just change the data so you know for privacy reasons of this uh business that leaded to us so I'm going to go ahead and real quickly change the data I'll also show you how to change data for form input let me go to do that real quick okay so as you see here I went ahead and updated the information all I did was click this little pencil here so I took out the real data and put in some pseudo data so I can use in today's tutorial from here though we're going to go ahead and say continue with selected record we're going to go ahead and come back over the the PDF this is what's so great about the PDF here is we're able to really

[03:03] understand the entire buildout for this automation so as you see here this gives us an overarching view of what's next and if you're familiar with zapier the way it works is that you know block one's one block two is two you know 3 four 5 6 and then 7 89 depending on your weight so it's telling me for a form trigger we're going to go ahead and jump to a pass block so let's go to Mar over here do a pass block here and let's set up this real quick so pass by zapier is a way for us to conditionally go down different paths depending on variables from previous

[03:35] paths or data from previous paths so for path a we can go ahead and set it up here and we're going to go to say uh for the specific input of this data field so this data field tell uh was an input on our form that says are you a business owner entrepreneur or AI automation agency and then depending on those three different selections we would have preset templates for either one so for your specific context understand the type of temp templat that you already have in your business that you already to use on a day-to-day basis and try to itemize it by lead so for example let's

[04:06] say you're running a real estate firm and you work in multiple States and then one of the options is Florida one of the options is Texas and depending on the state that's put into that form you typically have a different template that's sent as a first lead email in that context you would choose Florida or Texas so basically for the form trigger in this automation have some type of differentiating variable input on that form that all you to identify what type of template would typically be associated with that lead so for us as we know here it's a business owner so we're going to say uh does contain or

[04:38] exactly matches we can actually see the uh exact terminology used on these PDFs so I see I'm saying exactly matches okay we'll go for exactly matches and we're going to say business owner so from here it will hit continue here and it should give me a green light there we go and then for path B in theory we would do the same logic here so if the indiv idual would put in AI automation agency we' put AI automation agency and then therefore I hit continue here and it's going to give me yellow because you know

[05:09] it was a business owner not an AI automation agency therefore we were not going to go down that path so that's how you add conditional Logic for other ways of going down different passport preset templates so passs used to be I'm going to go and change this real quick here to Auto template pass used to be uh at limit to five but I believe now you can do more than five so let's go just test that real quick one three four five okay so you can do more than five now so that's good to know so however many templates you have you can

[05:39] go ahead and proceed from there now you might be asking yourself okay maybe I don't have that static of a way to associate templates so that's going to come into the second part of this automation I'm going to show you where we're going to use AI to analyze it you kind of use the logic there and bring it back over here if deemed necessary but for now now we know how to identify which specific template we're going to give on the pre contextual context of the form input we can go and proceed from here so I'm going to show you two major things here as you see we have some options here so I'm going to go and scroll down again and it says for path

[06:09] three which is going to be you know exactly matches for this context business owner we're going go ahead and add a delay blocks so delay blocks are nice in the context of doing automations when you're dealing with human to human interaction as it feels less um you know automatic and less uh personal and the reason we would add a delay Block in this content is that when an individual submits a form do we want to instantly send them an email I mean if you do go ahead and just don't add a delay block but in most cases you'd probably want to add at least a 30 minute delay before

[06:40] sending up a follow-up email in the context that someone submits a form on your site or you can set up a 6- hour delay get a little B more complex add some AI make it feel like it's a real human when it's not I mean there's ways to go about this but for now what is add a 30 minute delay and as you see we keep scrolling down it says we can also add optionally a file this is really helpful so imagine we have templates but typically with these templates we provide some type of lead PDF or some type of contextual PDF what we can do here is we can go to go ahead and use

[07:11] Google Drive so in your Google Drive you already have this set up from a different tutorial so I'm going to use this random PDF but go ahead and use your real PDF uh you're going to go want ahead and make a folder that's dedicated to having this lead PDF on top of that if you're having issues where it's something about private or not being able to share it it's always good r a thumb for especially documents that are lead PDFs where you don't really care if someone has access to it to make it so anyone with the link can be a viewer this therefore makes it so that we can access it in the context that for something you know for some reason it wasn't accessed in the animation so from

[07:42] here though we have just an example PDF from another tutorial where we showed you how to use entire ecosystem of zapier to build out personalized automations depending on a email as a data point but from here we got our example PDF so we can going to jump back over here and we're just going to go ahead and do find file or here we go find file and if you ever get lost when buying one of our software pieces you can come back over here um and as you see here it will tell you exactly what to do and we are seeing an action where we can optionally attach a file to template so we're going to do

[08:13] find file continue we're going to choose our courses account here and then we are going to find our specific file so since we already know what logic we're down right now because we're in the logic of we're dealing with a business owner we would already know the type of file and the file name that we're dealing with because every business owner typically gets the same type of lead PDF if it's different then you would obviously have the different lead PDF for this specific AI automation agency stuff like this so what I can do here is I can come back over here and I know it's called Uh example file PDF so

[08:45] I'm going to command C here and come back over here I'm to file name and to ensure that we are doing the very specific file I'm going to make sure I grab it from the right folder so make sure to choose the right folder here for us it was uh data response and then we're hit continue here test this step and then we should find that PDF there we go we found a PDF I can put that PDF here perfect so now we can go ahead and do our final step here in this logic which would be sending the template so we go ahead and add a GMA block here and

[09:16] scroll down so as you see here we got send templates and then we got the other part here so what we'll do here is we'll come back over to Gmail and this could work in Outlook as well depending on whatever your software is uh I do want to point out in order to access Gmail's API in this context you will need a work uh workplace account I believe it's called workplace cost around $7 a month on the low tier so I'm going to go ahead and do send email here I'm going choose our courses account okay perfect so we're going to go ahead and input some

[09:46] data here that we found in previously to this tutorial so I'm going to go ahead and jump back over to the email form okay so we know it's the example email but just so we can see it I'm going to go ahead and put in my courses but you would put the data from the form email I'm just going to put it on our courses account here so you can visually see what is incurring here so I'm going to do two here and then we can come down here we can choose a very specific subject line so I come back over here you would choose a subject line that's fixed for the specific lead context so you know since we know it's a business they would say business you obviously you would make it specific to you but

[10:16] business lead email uh subject so we already know we're down the logic that this is a business owner so it would be some specific contextual subject line we would typically send to a business owner you can also go as far as if there is a for in the submission where the individual provides the name you can even put their name in the subject line that's pretty cool make it personalized and then we got a body here so what I suggest you to do is learn a little bit about setting up HTML and as you see here we kind of give you some structured HTML examples I'm going to go and just copy this for now and copy this HTML is

[10:49] great because it makes it look more professional so we can go to do that uh thank you for reaching out to your form and you know we'll just put the name here as well so you can kind of see what the variable looks like and there we go perfect and we're going to have to change this body type to HTML so it knows to read it like that and then we can come come down here and we can go ahead and add a signature that's pretty cool so this is you know add a footer your typical signature that you have in your business we come over here to attachments and we're going to go ahead and choose our find file and we're going to do file exist but not shown I'm going

[11:20] hit continue here and then let's go and see just as an example of what this would look like so I'm going toit Test example and then we should receive an email to ourself there you go so when individual would fill out that form in this context we would know they're a business we would give them a 30-minute delay you'd send a niche specific subject line because we already know they're a business so we would know the type of subject line we' want in our context we can even add the lead's name I'm hit open up here and then we get a ton of formatted text for our underlying individual so it looks professional it isn't just like a you know three

[11:50] sentences and then on top of that we were able to attach a PDF which could be a lead PDF in your context or some type of additional business information and then fur further more we could have added a footer here and what I mean by footer is if I uh or I guess I don't have it on this account but a footer would be a signature of you know your a photo of yourself some uh some additional information an address stuff of this nature so we have successfully completed the first automation of this tutorial make sure to leave a like if you feel like you learned something so far let's go ahead and dive into the more complex automation that you can

[12:21] kind of use in this automation as well but this is under the pretense that you receive leads not through a traditional sense of a form submission but just through in your inbox so I'm going to go and go back here and a lot of the post logic when it comes to sending the email is similar but it's just the initial step that's very pertinent on on setting it up so I'm going to go ahead and create a new zap here we're we're going to go ahead and say uh email in gbt and what's great is from that PDF we can kind of scroll down here and we can see our new form trigger so no form

[12:53] trigger we're going to use uh this kind of logic here so I'm going to go and scroll down again and as you see here it will provide the entire uh logic of what it would look like so this is the beginning part this is the latter part and we can go to begin here so it says the first trigger here is going to be a new email inbox and we can kind of proceed from there so I'm going to come back over here and we're hit Gmail and with Gmail we're just going to do uh new Email in inbox as we had there new email continue choose your account

[13:25] we're going to do our courses account again and we will do inbox continue and then we'll go ahead and test this trigger okay so I'm going to go ahead and make sure I upload some uh test data here so we can kind of see the logic of how it works I'm going to do a test data of a real estate company we can kind of walk through the logic that way so I'm going to create an email just send it to myself so we kind of see it that way plus this is what you're going want to do for your own business or if you already have you know a data point that is real to what you want to do this automation for then use that data point but I'm going to create a fake data point right now okay so I'm going to go

[13:55] ahead and send this fake data point to myself right now basically the flow is going to be for the specific context of real estate company interested in property hello I'm interested in Bergman house E17 H send send that to myself perfect now we have it here we can go ahead and mess with this data so going test trigger here it show it should show up as a piece of data here there we go I'm going hit continuous selected record and then let's go and continuous logic so coming over here uh let's go ahead and make sure we start at the beginning here new email and inbox we're going to go ahead and add a gbt block here and the purpose of this gbt block is for us

[14:27] to create a filter and the purpose of this filter is that when every email comes into our inbox we don't want to trigger this flow if you know for example the email coming in is just you know either maybe something about you know your email marketing maybe it's from an internal team member but on top of that just as extra reference here if you want to fine-tune this process a little bit more where it's not completely automatic but automatic enough a way you can do it is instead of doing new email you would do new uh labeled email so in that context

[14:59] you would see the email you would know it's the exact type of email that would receive this template and you would just add a label to it um I believe it's a label or is it a tag okay it's a label yeah so you'd add a label to it and then it would proceed that way but this way is more automatic so we can go and proceed like this so we're going to do CHT here we're going to do conversation it continue here continue here and then let's go ahead and add some data here and what's great about this is I can go ahead and just copy this and bring this over here make this fast and the way and the purpose this specific block here is for us to

[15:31] interpret the data coming in so we're going to do email body like it's shown here then as you see from this we have body plane okay so we want the body plane variable variable Point come over here do body plane if you want to look for data fast we just do body plane here we go and then as we saw from our original key we have some slashes here which means it's a comment so it says now we create a yes or no logic using the following replace your context okay so I'm going delete that generate yes if it is a lead Emil interested in a property know if it is a regular email so you would you know tailor that to

[16:02] your own underlying uh inquiry or context and then as you see here we also have example lead emails will consist of words like someone wants to find out more so what is typical F what's typically found in your emails that you receive in the context of customer service or lead email this is where you provide this context uh then we're going do this okay and then provide context to your business the type emails okay we

[16:32] are here we go so this is an example of context our business handle sales and marketing for homes we are determining whether emails receip is the lead or not perfect and this should be sufficient and then we can come back over here it says the upper model to gbt 4 okay we do and on top of that add a memory key and memory Keys allow us to scale um or allow us to have the ability to scale so the outputs are consistent random 32 character string I'm going to hit continue here I'm going to go ahead and test this step and we should either get a yes or a

[17:03] no all right there we go we got a yes and as we know from that email it is indeed a email that is a lead in our context so we can go ahead and proceed from here from here we're going to go ahead and add a filter this filter is going to allow us to basically exit early out of this automation if the output is not yes so we're going to do go ahead and come down here we're going to do reply we're going to say exactly matches yes therefore if the reply in theory was a no we would exit out of this automation early and we wouldn't

[17:34] have a template sent to some random email that isn't associated with the specific context we're building out for so I'm going to go ahead and go over to four here and this is where we'll go ahead and add our Logic for what type of template we use so I'm going to add another chat DBT block here and this chat DBT block is going to be for us to understand okay so we got a lead we know we got a lead but leads may vary depending on what we're doing there might be a lead for a different property than what is expected so whatever your

[18:05] context may be this is where we're going to finetune what type of lead we got now if you if every lead's the same and every lead has the same template then you can kind of skip this step but this is just additional logic so I'm going to go ahead and copy this over again and context typically when we structure our prompts you always want to begin with context as this allows chat gbt to have the best answers here I'm going to go ahead and check we got gbt 4 here and we got choose key so I'm going to go in Upper model here to gbt 4 and then choosing our key just do random

[18:36] strength of 32 characters and then as we saw before we're adding our email block or email body we could also add additional context like email subject line if you want to do that um but for now email body is usually sufficient so we go ahead and do uh body body plane and we're going to go ahead and just use the same context we already had here but you provide your specific context so we're determine whether the emails received is a lead or not identify the specific variable that determines which path to take so then this is where you would identify um the

[19:07] specific variable that distinguishes what path so in this context for us it's going to be the name of the property because depending on the property that is received we probably send additional uh different information because obviously every property is different to an extent so we got to generate the name of the property just the name of property no text before after we're going to continue here we're going to test this step and we should just get Bergman house e77 and that's going to be able to give us logic there okay so there we go Bergman house E17 next we can optionally grab the email address

[19:38] from the context of the email itself so why would this be useful I'm not going to do it in this example because I don't need to but this would be useful as you see here in the example that the lead comes from some type of no reply platform so let's say it comes from Yahoo business or Google Business typically when you receive a lead in that context it'll come in um and they kind of have their own formatting as you may already know where it's like it shows like a box and it it's kind of like it isn't like plain text right it's just like a kind of like a visual like hey you got a lead from this email about

[20:10] this uh specific property this is where that block will come into play this block allows you to basically grab the data from that email that's kind of restructured like a no reply and just grab the specific email of the lead because what you're about to see later on is you're not going to be able to reply to the email with a template if you receive an email like that because you won't actually have the email to reply with for this I'll be able to do it because the incoming email is from the lead itself it just went straight to my inbox in this context if you were to proceed without adding this conditional logic you would only be provided the

[20:42] email business profile no reply at google.com when in reality you want the actual leads email which is found within the body if that didn't make any sense it's probably because you don't have or you're not using Yahoo business or Google business but if you are then that made a lot of sense all right so from here you're here though we're going to go ahead and add our paths block so this is uh coming back to the additional logic of assuming we are dealing with multiple templates here if you're only doing one template and everyone gets the same template and you just need this logic then you can kind of ignore this part um

[21:12] we're going to go ahead and add our logic here so we're going to say based off this reply and as you see here we uh scroll down here reply exactly matches okay so we're going to say exactly matches and we'll know uh what we're looking for here depending on your context for us it's going to be that house so I guess I'll have to just type it out again and we do reply here see if I can just make my life easy there we go command C command V and now we know if it is that house will proceed

[21:43] if it is not the house so maybe E15 and we have different information relevant to E15 it will not proceed so now that we know we're dealing with the exact property that we care about and the lead wants to know more information about that exact property we can go ahead and proceed with our logic now our logic is the exact same we add a delay block we add the optional uh option of adding the attached template that we showed in earlier Automation and then we just send the template itself as you see here um and kind of proceed from there so we just send the template as we already

[22:14] know the exact uh house we're dealing with we know we have the individuals name individual content and now what I meant by this stage right here is this so let me go and jump back over here we'll skip to the Gmail block real quick um so I'm going to go ahead and say send email and assuming you're receiving just a straight email so you're not worried about it as a no reply you would just do new email and then it would be from email so this would be the the email that the lead's coming in right so you would just click that and there you go

[22:45] you're perfect no issue there so actually maybe not the from em it's kind of confusing because um I use the same email so I sent it to myself so is it sender email okay no it is from email so yeah you use from email Emil and that's where the lead is coming from no issues there in the context it's a no reply like I said earlier you're going to have to do some logic there where you're just grabbing the email of the specific lead from that body par body body HTML of the email itself as the only email that would be relevant and provided from here

[23:18] if you were to just choose it from here would be the no reply but that covers it now you know how to completely set up an automation when it comes to lead or customer service in the context of having a form Trigger or in the context of just receiving an email and needing cat gbt to analyze the underlying data and Associate that with different paths depending on the output you are looking for so if you feel like you learned something today make sure to leave a like it helps me here at corbon AI if this is the first video you're watching from me and you thought it was cool and you wanted to learn more make sure to

[23:48] check out the playlist at the end here I'm going to actually link the one called AI tools from Modern business you can learn a ton of stuff when it comes to Ai and streamlining operations if you want to learn uh more about this Marketplace and you're like okay this is pretty cool and I actually want to look at other stuff you can go to check out web cafes software.com there's a different a bunch of different pre-built automations one that is super cool here is this email funnel uh it it is exactly what it says so basically the context there is you'll send out you know 300 emails and then if

[24:18] 100 reply it will automatically personalize each email to those 300 that replied and send each one down a specific email funnel to the end conversion event of whatever your conversion event is so in this context maybe the conversion event is a scheduled call so that's pretty cool um but without further Ado I'll see you in the next video thanks for tuning in and yes surprise I'm an AI Avatar make sure to explore more here at Corin AI where we demystify AI for your personal and business life until next

[24:54] time