Automating sending Thank you emails is a vital task for Google Workspace admins. In this step-by-step guide we’ll explain how to do it efficiently using your company’s Gmail account, AI and Zenphi. This guide outlines steps to set up triggers, generate AI models, and effortlessly send emails, boosting efficiency and saving time.
Step 1: Set Up Your Zenphi Account
Begin by creating your free Zenphi account using this link.
Once registered, you can start building your first automated flow. This guide will walk you through integrating Zenphi with your Google Workspace account to automate workflows triggered by incoming emails. With Zenphi’s intuitive interface and pre-built automation templates, getting started is quick and easy.
In Zenphi, a ‘flow’ represents an automated workflow. It comprises a trigger, which initiates workflow execution—such as new activity in your Gmail inbox in this case—and subsequent actions, the steps to be executed. Unleash the potential of Zenphi by setting up your free account and accessing pre-built automation templates. Let’s get started by selecting the Gmail (New Email) trigger, which will serve as the first step of our flow!
Step 2: Overview the Flow
Follow along as we guide you through configuring triggers and actions within Zenphi to automate your workflow. Whether you’re saving documents to Google Drive, compiling a spreadsheet of new sign-ups, or sending personalized emails, Zenphi offers a range of tools to meet your needs. Our example flow encompasses three key steps: creating the AI model, generating the PDF document for AI processing, and ultimately, dispatching the thank-you email via Gmail. Let’s get started!
Step 3: Trigger — Create the Connection to your Gmail Account
As we’re utilizing the Gmail(New Email) Trigger for this particular flow, our initial step is to establish a connection between Zenphi and the email account we intend to monitor. This connection empowers Zenphi to monitor the inbox actively, extracting pertinent information from incoming emails. With each new email, Zenphi springs into action, initiating the flow automatically.
As demonstrated above, once the connection is successfully established, data becomes accessible, including subject lines, text bodies, HTML content, and more, from incoming emails in the designated Gmail account. You can then utilize this information in the subsequent actions of the flow (for example, for automating Thank You email flow).
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Step 4: Create your AI Model For Automated Thank You Emails
Begin by navigating to your process space and accessing the “AI Models” section. In this demonstration, we’ll utilize the “Form Processor” model. Simply initiate the model creation process by clicking on “Create” to commence building your model from the ground up. This model is specifically designed to parse PDF documents and extract relevant fields. To generate the PDF document for your model, seamlessly replicate the content of an existing sign-up email’s text body onto a blank Google Doc. Subsequently, download the document as a PDF to complete this step.
This exported PDF file will be used inside our AI model. Simply click “Add New Files” and add the created document. The AI model will then read the PDF and identify different properties within the email, creating a pattern for each field based on the answers provided by the person who signed up. Navigate to the “Document Properties” menu to select the desired fields.
To add an action, simply click the “+” button adjacent to the page number. Ensure to select all relevant fields necessary for composing your email, as these will be gathered from each email processed by the model. Finally, assign a name to your AI model, save it, and you’re all set to implement it seamlessly into your workflow!
Step 5: Setting Up The If Condition For Automating Thank You Emails
The initial action employed is an “If Condition,” designed to execute different branches based on whether the established condition holds true or false. This condition serves as a filter, ensuring that the entire flow process runs only when an email corresponds to a new sign-up, as in your case we’re sending out Thank You emails automatically upon every sign-up event.
To achieve this, a clause has been configured to trigger the true branch exclusively if the email’s subject contains the phrase “New Sign Up.” Should this phrase be absent, Zenphi proceeds to exit the flow. As mentioned previously, you’re able to access information from incoming emails in the selected inbox. So feel free to modify the clause according to your needs, whether it involves using the subject, the text body, or when the email is from a certain person. Simply utilize the token picker icon located on the right, enabling you to seamlessly insert data from preceding steps.
Step 6: Crafting The PDF Document That Will Be Read By AI Model
The next step in our workflow is the “Convert HTML to PDF” action . This will facilitate the transformation of the HTML body of the received email into a PDF format, which can then be analyzed by our previously configured AI model. Utilize the token picker feature to select the HTML body of the email from the trigger, ensuring accurate conversion.
While this action enables you to name the generated document and access it in subsequent steps, it’s important to note that the document is not stored permanently. So if needed, remember to add actions like “Save to Drive” to ensure you can keep track of all these documents. Additionally, you have the option to enhance security measures by password-protecting your document or implementing specific restrictions as needed.
Step 7: Implementing the AI-Model To Automate Thank You Email Flow
Now we can finally implement the AI model created at the beginning of our process! Just to remind you: we need to send an automated Thank You email upon every sign-up using a Gmail account.
Add the “Run AI Model” action to your workflow as the subsequent step. If your AI model was constructed accurately, it will be available in the drop-down menu. From there, designate the file that will be analyzed by the AI model. In this instance, we’ll select the PDF generated in the preceding step.
Step 8: Sending the Automated Thank You Email
For the concluding step in our flow construction, we’ll employ the “Send Email (Gmail)” action. Since the AI model returns the email and full name of the person who signed up, we can use these values in our email using the token picker. Incorporating these tokens will lend a more personalized touch to your email.
Step 9: Customizing and Testing Sending Automated Thank You Emails From Your Gmail Account
Transform your workflow with Zenphi’s adaptability, tailoring workflows to your unique requirements. In this case, we explored how you can send automated Thank You emails upon every sign-up event, using Gmail account. However, you certainly can adapt this flow to your specific needs and send out emails upon other events (for example, a purchase, or a form submission). You can also read our guide on how to automate a task of sending out confirmation emails upon Google Forms submission. Or how to automatically send out different emails based on Google Forms Control value.
Learn essential testing practices to ensure seamless execution before deploying your automated flow. Once published, the flow will begin executing automatically every time an email is detected. Each execution is referred to as a ‘Flow Run.’ To view an overview of all Flow Runs, simply return to the main page of the flow.
Finally, we hope this guide has provided valuable insights into automating your workflow with Zenphi. Don’t delay – empower your business today with efficient email automation using Zenphi. Save time, boost productivity, and streamline your workflow with the guidance offered in this comprehensive guide. If you have any questions or wish to see a live demo tailored to your specific needs, feel free to book a demo meeting with our team. Your journey towards streamlined automation begins now!
