Automated Marketing Campaign Email System with GPT-4 and HubSpot Customer Tracking

Overview

• This workflow automates customer outreach for marketing campaigns, including customer prioritization, AI-generated emails, automated sending, reply tracking, and meeting scheduling.

How It Works

1. Data Synchronization

   • Customer and campaign data are periodically synchronized from Google Sheets and internal data tables.
   • New customers and campaigns are inserted into the system if they do not already exist.

2. Customer Evaluation and Prioritization

   • Customers are evaluated based on revenue, industry, capital, and location.
   • Each customer is classified into High / Medium / Low priority using AI.
   • Only high-priority customers are selected for campaign outreach.

3. Campaign Detection

   • The workflow checks for new, unsent marketing campaigns.
   • Campaigns marked as already sent are excluded.

4. Personalized Email Generation

   • For each eligible customer, past email history is retrieved.

   • An AI agent generates a personalized campaign email:

     • Uses historical interaction data when available.
     • Uses customer interests and keywords for new customers.
     • Produces a professional, friendly email proposing a meeting.

5. Automated Email Sending

   • Emails are sent automatically via Gmail.
   • Sent emails are logged into the message history database.
   • Campaign status is updated to “sent” after completion.

6. Reply Handling

   • Incoming customer replies are detected via Gmail triggers.
   • Replies are matched with previous messages and stored in the database.
   • AI generates an appropriate follow-up reply when required.

7. Reply Classification and Scheduling

   • Customer replies are classified as Positive / Pending / Negative.
   • If a reply includes scheduling information, meeting details are extracted.
   • Calendar events are automatically created in Google Calendar.

Setup Steps

1. Prepare Data Sources

   • Set up Google Sheets for:

     • Customer master data
       Format includes the following columns:
       #/メール/ 氏名/ 会社名/ 所在地/ 売上(万円)/ 資本金(万円)/ 業界/関心/ Hubspot同期
     • Campaign data
       Format includes the following columns:
       No / campaign_name / description / sent

   • Prepare internal data tables for:

     • Campaign records
     • Email message histories

2. Create Data table

   • Campaign table:

     • campaign_name: String
     • description: String
     • is_sent: boolean

   • Mail Histories table:

     • customer_email: String
     • email_subject: String
     • message: String
     • reply: String
     • reply_category: String

3. Configure Credentials

   • Google Sheets API
   • Gmail OAuth
   • Google Calendar API
   • HubSpot App Token (for customer synchronization)
   • OpenAI API (for AI agents)