Follow Up Meeting Workflow
Automatically monitors email threads with qualified clients, analyzes responses using AI, and sends timely follow-ups to ensure every potential lead is engaged without manual oversight.
This n8n workflow automates company's meeting follow-up process by intelligently monitoring email conversations with potential clients and sending timely follow-ups when needed. It combines AI-powered email analysis with automated outreach to ensure no qualified lead falls through the cracks. The system specifically targets clients marked as "Qualify" in the database and uses OpenAI to analyze email threads to determine if clients have responded to previous communications.
Documentation
Description
This n8n workflow automates company's meeting follow-up process by intelligently monitoring email conversations with potential clients and sending timely follow-ups when needed. It combines AI-powered email analysis with automated outreach to ensure no qualified lead falls through the cracks. The system specifically targets clients marked as "Qualify" in the database and uses OpenAI to analyze email threads to determine if clients have responded to previous communications.
The workflow follows this step-by-step process:
- A weekly scheduled trigger initiates the workflow to process client records
- Data is retrieved from Google Sheets/Excel containing client information and qualification status
- A filter node selects only clients with "Qualify" remarks for follow-up processing
- The system retrieves the complete email thread from Gmail using the stored email ID
- OpenAI analyzes the email thread to determine reply status and identify who sent each message
- An information extractor processes the AI response to structured data
- Conditional logic checks if the client hasn't replied AND has fewer than 3 follow-up attempts
- If conditions are met, an automated follow-up email is sent to the client
- The system updates the follow-up count and reply status in Google Sheets/Excel
- Internal notifications are sent to the PIC (Person in Charge) for tracking
Benefits for Users
- Intelligent Follow-Up Automation – Uses AI to analyze email threads and automatically send follow-ups only when clients haven't responded, saving sales team time.
- Qualified Lead Focus – Specifically targets pre-qualified leads with "Qualify" status, ensuring efficient resource allocation.
- Smart Tracking & Limits – Automatically tracks follow-up counts and stops after 3 attempts to prevent spam and maintain professionalism.
- Internal Visibility – Sends comprehensive notifications to team members with all relevant client context for informed follow-up.
- Consistent Communication – Maintains regular weekly follow-ups without manual intervention, ensuring no leads are forgotten.