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AI-Powered Web Form Responder with GPT-4o-mini, Outlook Email & Twilio SMS

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Created by: Robert Breen || rbreen

Robert Breen

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Last update 4 days ago

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Web-Form Auto-Responder: Instant Email + SMS Follow-Up

📝 Description

Embed a simple web form on your site and let this workflow:

  1. Collect a visitor’s name, email, phone, and question
  2. Generate a professional email and a friendly SMS using GPT-4o-mini
  3. Delay briefly (1 min by default) to simulate human writing time
  4. Send the AI-crafted email via Microsoft Outlook
  5. Send the AI-crafted text via Twilio

Perfect for solo consultants or small teams who want rapid, personalized responses without manual typing.

⚙️ Setup Instructions

  1. Import the workflow

    • n8n → Workflows → Import from File (or Paste JSON) → Save

  2. Add credentials

    Service Where to get credentials Node(s) to update
    OpenAI <https://platform.openai.com> → create API key OpenAI Chat Model
    Microsoft Outlook Azure/M365 account with email-send permissions Send email to the submitter
    Twilio <https://console.twilio.com> → Account SID, Auth Token Send text to the submitter

  3. Embed the form on your website

    • Open Form to be embedded on website
    • Click “Embed” → copy the iframe code → paste into your contact page

  4. Set your Twilio “From” number

    • In Send text to the submitter, change phone to your verified Twilio number

  5. Adjust wait times (optional)

    • Wait some time to write the email response (default 1 min)
    • Wait some time to write the text response (default 1 min)

  6. Customize the AI prompt (optional)

    • Edit the AI Agent system message to tweak tone, questions asked, or signature

  7. Test the flow

    • Open the form URL (generated by the Form node)
    • Submit a test entry → after ~1 min you should receive both an email and an SMS

  8. Activate

    • Toggle Active so the form handles real submissions 24/7

🧩 Customization Ideas

  • Pipe form data into Pipedrive, HubSpot, or Airtable for lead tracking
  • Trigger a Slack/Teams alert to notify your team of hot questions
  • Add a calendar link in the email so visitors can book a call instantly
  • Use a language-detection node to reply in the visitor’s native language

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