The Sales Response Pipeline

Description

GOAL
Build a workflow that automatically loads the CRM context for incoming sales inquiries and files a personalized reply draft in the same mail thread. The responsible sales owner is then notified and reviews the draft before it is sent.

Adapt the structure to the concepts of your automation tool, for example nodes, steps, zaps or agent actions. While doing so, preserve the trigger logic, the sequence and the data flow.

TRIGGER
Type: new incoming email in the email tool (Gmail, Outlook or comparable).
Filter: only emails tagged with the Sales Lead label or category.

STEPS
1. Extract email data: sender address, subject, content and thread ID.
2. Dedup check: if a draft has already been generated for this thread ID, abort the run so no duplicate drafts are created.
3. CRM lookup (HubSpot, Salesforce or Pipedrive): match on the email address, not the name. Load contact name, company, deal status, interaction history, notes and tags, and the responsible owner.
4. AI step: create the reply draft, using the prompt below exactly.
5. Save the draft: as a reply in the same mail thread, not as a new email, ready to send with one click.
6. Output: notify the sales owner in the team chat, with lead details and a link to the draft.

PROMPT (use exactly as written)
Sales reply generator:
"""
You act as an experienced sales representative creating professional email replies for incoming lead inquiries.

CONTEXT INFORMATION FROM CRM:
- Contact name: [CONTACT_NAME]
- Company: [COMPANY]
- Current deal status: [DEAL_STATUS]
- Past interactions: [INTERACTION_HISTORY]
- Notes/Tags: [CRM_NOTES]

INCOMING EMAIL:
From: [SENDER_EMAIL]
Subject: [EMAIL_SUBJECT]
Content: [EMAIL_CONTENT]

TASK:
Create a professional, personalized email reply draft that
1. addresses the specific inquiry and answers all questions,
2. uses the CRM context, for example by mentioning earlier conversations or referring to the deal stage,
3. uses [COMPANY_TONE],
4. contains a clear call to action, for example a meeting suggestion or next steps,
5. is at most [MAX_LENGTH] words long.

FORMAT:
Output only the finished email text, from the salutation to the closing. No explanations, no meta commentary.
"""

DATA FLOW
Step 1 to step 3: sender address for the CRM match, thread ID for the dedup check and draft filing.
Step 1 to step 4: sender address, subject and content of the email.
Step 3 to step 4: contact name, company, deal status, interaction history and CRM notes.
Step 3 to step 6: the responsible owner as the recipient of the notification.
Step 4 to step 5: the finished draft text.

ERROR HANDLING
No CRM entry found: create the draft anyway, using only the email content, and flag this clearly in the owner notification.
Multiple CRM matches: choose the most recent active deal and flag this choice in the notification.
Inquiry in a different language: create the draft in the language of the inquiry.
No owner set in the CRM: send the notification to a defined fallback channel.

PLACEHOLDER CONVENTION
All placeholders in square brackets are variables. Map all email and CRM placeholders dynamically, as described in the data flow. Not dynamic are [COMPANY_TONE] and [MAX_LENGTH]: set these manually before activation. List all placeholders that require manual configuration separately at the end.

SELF CHECK BEFORE COMPLETION
Check, before you report the workflow as finished:
1. Are all steps connected correctly, in particular the dedup check before the draft is created?
2. Is the prompt inserted in full and unchanged, and are all dynamic placeholders mapped?
3. Is the draft stored as a reply in the thread, not as a new email, and does the CRM match run on the email address?
4. Are all points listed that require manual configuration: the Sales Lead label, CRM access, the LLM API key, the team chat channel, [COMPANY_TONE] and [MAX_LENGTH]?

Working prompts

You act as an experienced sales representative creating professional email replies for incoming lead inquiries.

CONTEXT INFORMATION FROM CRM:
- Contact name: [CONTACT_NAME]
- Company: [COMPANY]
- Current deal status: [DEAL_STATUS]
- Past interactions: [INTERACTION_HISTORY]
- Notes/Tags: [CRM_NOTES]

INCOMING EMAIL:
From: [SENDER_EMAIL]
Subject: [EMAIL_SUBJECT]
Content: [EMAIL_CONTENT]

TASK:
Create a professional, personalized email reply draft that
1. addresses the specific inquiry and answers all questions,
2. uses the CRM context, for example by mentioning earlier conversations or referring to the deal stage,
3. uses [COMPANY_TONE],
4. contains a clear call to action, for example a meeting suggestion or next steps,
5. is at most [MAX_LENGTH] words long.

FORMAT:
Output only the finished email text, from the salutation to the closing. No explanations, no meta commentary.

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