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AI-Powered Lead Outreach & Tracking with Gmail, GPT-4 & Email Sequencing

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Created by: Avkash Kakdiya || itechnotion

Avkash Kakdiya

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Last update 4 hours ago

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How it works

This workflow pulls pending leads from Google Sheets on a scheduled trigger and processes each record individually. For every lead, an AI agent generates a structured subject and HTML body based on predefined rules. A tracking ID is then created and injected into the outgoing email before sending via Gmail. Once sent, Gmail metadata is retrieved and forwarded to your tracking API to initiate a follow-up sequence, and the corresponding lead entry in Google Sheets is updated.

Step-by-step

  • Lead intake

    • Schedule Trigger – Runs daily and initiates lead retrieval.
    • Get row(s) in sheet – Fetches only rows marked with “Pending”.
    • Loop Over Items – Iterates through each lead entry.

  • Email generation

    • AI Agent – Generates subject and HTML body using provided lead fields.
    • OpenAI Chat Model – Executes the LLM instructions powering the email creation.
    • Structured Output Parser – Validates that the AI returns compliant JSON.

  • Tracking setup

    • Generates Tracking ID – Calls your tracking API and receives a unique tracking identifier.
    • The tracking ID is embedded into the email through a tracking pixel.

  • Email dispatch

    • Send a message – Sends the personalized email from Gmail using the AI-generated subject and body.

  • Metadata retrieval

    • Fetches Email Data – Retrieves the sent email’s messageId, threadId, and related metadata.

  • Sequence initiation

    • Starts Sequence – Posts metadata and tracking ID to your tracking API to activate the automated follow-up sequence.

  • Lead status update

    • Append or update row in sheet – Marks the processed lead as “Done” and updates Google Sheets.

Why use this?

  • Automates outbound lead processing without manual input or oversight.
  • Delivers consistent, structured, AI-generated email outreach.
  • Ensures every email is tracked with unique identifiers for engagement analytics.
  • Pushes metadata to your tracking system for reliable follow-up sequences.
  • Updates your Google Sheets lead pipeline automatically to prevent duplicate outreach.