Email Automation Workflow

What you’ll build

A workflow that fetches contacts, generates personalized email content with AI, and sends targeted emails automatically. Time to build: 15 minutes Nodes used: Google Sheets, Loop, LLM, Email Sender

The problem

Sending personalized emails manually is time-consuming:

Writing individual emails takes hours
Personalization is often superficial
Hard to scale beyond a few dozen contacts
Difficult to maintain consistency

This workflow automates personalized outreach while maintaining quality.

Workflow overview

Step-by-step guide

Step 1: Prepare your contact list

Create a Google Sheet with your contacts:

Name	Email	Company	Role	Context
John	[email protected]	Acme Inc	CMO	Met at conference
Sarah	[email protected]	Beta Corp	Head of Growth	Downloaded whitepaper

The Context column helps the AI personalize effectively.

Step 2: Create the workflow

Click New Workflow
Name it “Email Outreach”

Step 3: Fetch contacts

Add Google Sheets Reader

Configure:

Spreadsheet ID: Your contacts sheet
Range: Contacts!A:E
Include Headers: Yes

Step 4: Loop through contacts

Add Loop node

Configure:

Items: {{data}}
Max Iterations: 50 (start small)

Step 5: Generate personalized email

Add LLM node

Configure:

Model: GPT or Claude
Temperature: 0.7 (for creative variation)
Instructions:

Write a personalized outreach email for this contact.

Contact Information:
- Name: {{name}}
- Company: {{company}}
- Role: {{role}}
- Context: {{context}}

Email Guidelines:
- Subject line: Catchy, personalized, under 50 characters
- Opening: Reference the context/how we connected
- Body: Explain our value proposition briefly
- CTA: Clear, specific ask
- Tone: Professional but friendly
- Length: Under 150 words

Our Value Proposition:
[Your product/service description here]

Output format:
{
  "subject": "...",
  "body": "..."
}

Step 6: Send the email

Add Email Sender node

Configure:

To: {{email}}
Subject: {{subject}}
Body: {{body}}
From: Your email address

Step 7: Log results

Add Google Sheets Writer

Configure:

Spreadsheet ID: Your tracking sheet
Operation: Append
Values:

[[
  "{{email}}",
  "{{subject}}",
  "{{timestamp}}",
  "sent"
]]

Sample output

Subject: Quick question about Acme’s growth strategy, John Body:

Hi John,

Great connecting at the SaaS conference last week! Your talk on 
scaling marketing teams really resonated with our approach.

I noticed Acme is expanding rapidly - we've helped similar 
companies automate their content workflows, saving 15+ hours 
per week.

Would you have 15 minutes this week to explore if this could 
help your team?

Best,
[Your name]

Advanced options

Add research enrichment

Scrape the contact’s company before writing: Update your prompt:

Company Website Content: {{WebScraper_0.content}}

Use this information to reference specific things about 
their company, recent news, or products.

A/B test subject lines

Generate multiple versions and track performance:

Output format:
{
  "subject_a": "...",
  "subject_b": "...",
  "body": "..."
}

Then use a Conditional node to alternate between versions.

Schedule sends

Spread emails over time to avoid spam filters:

Add a delay between emails
Set max emails per hour (20-30)
Schedule workflow to run at optimal times

Best practices

Warm up your sending

Start with small batches:

Week	Emails/day
1	10
2	25
3	50
4+	100+

Personalization quality

More context = better personalization:

Context Level	Example
Low	”Company employee”
Medium	”CMO at growing SaaS”
High	”CMO at Acme, met at conference, interested in automation”

Monitor deliverability

Track key metrics:

Open rate (target: 40%+)
Reply rate (target: 5%+)
Bounce rate (keep under 2%)
Spam complaints (keep under 0.1%)

Respect opt-outs

Add logic to check unsubscribe list:

Conditional: 
  If email NOT in unsubscribe_list
    → Send email
  Else
    → Skip and log

Results you can expect

Metric	Manual	With Draft & Goal
Emails/hour	10-15	100+
Personalization depth	Low	High
Reply rate	2-3%	8-12%
Time invested	Hours	Minutes

Start Here

Fundamentals

Use Cases

What you’ll build

The problem

Workflow overview

Step-by-step guide

Step 1: Prepare your contact list

Step 2: Create the workflow

Step 3: Fetch contacts

Step 4: Loop through contacts

Step 5: Generate personalized email

Step 6: Send the email

Step 7: Log results

Sample output

Advanced options

Add research enrichment

A/B test subject lines

Schedule sends

Best practices

Warm up your sending

Personalization quality

Monitor deliverability

Respect opt-outs

Results you can expect

Next steps

Lead Enrichment

Data Analytics

Start Here

Fundamentals

Use Cases

​What you’ll build

​The problem

​Workflow overview

​Step-by-step guide

​Step 1: Prepare your contact list

​Step 2: Create the workflow

​Step 3: Fetch contacts

​Step 4: Loop through contacts

​Step 5: Generate personalized email

​Step 6: Send the email

​Step 7: Log results

​Sample output

​Advanced options

​Add research enrichment

​A/B test subject lines

​Schedule sends

​Best practices

​Warm up your sending

​Personalization quality

​Monitor deliverability

​Respect opt-outs

​Results you can expect

​Next steps

Lead Enrichment

Data Analytics

What you’ll build

The problem

Workflow overview

Step-by-step guide

Step 1: Prepare your contact list

Step 2: Create the workflow

Step 3: Fetch contacts

Step 4: Loop through contacts

Step 5: Generate personalized email

Step 6: Send the email

Step 7: Log results

Sample output

Advanced options

Add research enrichment

A/B test subject lines

Schedule sends

Best practices

Warm up your sending

Personalization quality

Monitor deliverability

Respect opt-outs

Results you can expect

Next steps