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Automated 4-Stage Email Follow-Up System with AI Personalization and Database Tracking

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Created by: Buay Biel || bielbuay

Buay Biel

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Last update 21 days ago

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This n8n template demonstrates how to automate personalized cold email follow-ups using AI personalization and database tracking. Perfect for sales teams, recruiters, and agencies managing high-volume outreach.

Use cases: Follow up with cold leads, re-engage trial users, nurture conference contacts, recruit candidates, or follow up with proposal recipients.

PS: 1) This was created as a Follow Up workflow
it was not meant for inital outreach. (However if you can customize it to include initial outreach then go ahead)

2)This workflow sends a maximum of 4 follow Ups

How it works

  • NocoDB fetches all leads and filters those needing follow-up today based on the "Next Follow up/Contact" date
  • A switch node routes leads to the appropriate follow-up stage (1-4) based on which follow-ups have already been sent
  • AI personalizes each email template by inserting the recipient's name while keeping the rest of the content intact
  • Emails are sent via SMTP (or Gmail node), then the database updates to mark the follow-up as sent and schedule the next one
  • The workflow runs daily at 10 AM to automatically process follow-ups without manual intervention

Good to know

  • Each AI personalization costs ~$0.001 with Groq (free tier available). See Groq pricing for details.
  • Follow-up schedule: Day 3, 7, 12, 16 after initial contact (fully customizable)
  • Leads marked "Not Interested" are automatically excluded from future follow-ups
  • The workflow only processes leads with an "Initial Contact Date" set - this triggers the entire sequence (The initial Contact is done manually and updated manually)

How to use

  • The schedule trigger runs daily but can be replaced with manual trigger or webhook for immediate testing
  • Customize the 4 email templates in the AI nodes to match your brand voice and offering
  • Adjust follow-up intervals by modifying the "Update a row" nodes (currently +4 or +5 days between follow-ups)
  • Import your lead list to NocoDB with minimum required fields: first_name, last_name, email, Initial Contact Date

Requirements

  • NocoDB account - Free lead database (You can use any database-Google Sheets, Airtable etc. However ensure the essential details below are in the database)
  • Groq API key (or OpenAI/Ollama) - For AI personalization (Swap this for any LLM you like/have)
  • SWITCH the 'Send Email' nodes for the Gmail Node and set it up using OAuth