Welcome new clients from their intake form
Writes a personalised welcome email from each new client intake row, asks you to approve it, then sends it or drafts it.
Apps it connects
Authenticate each one once and the workflow is ready to run.
What it does
Each integration step this workflow runs, in order, what it is for, and the conditions and loops that decide when it runs.
- 1Google SheetsRead columnReads the email addresses already on your welcomed tab, at the start and again before each approval, so nobody gets a second welcome.
- 2Google SheetsRead rowsReads each intake row's name, email and notes, stops with a plain message if those columns are missing, and skips incomplete rows or invalid addresses.
For each
row- 3AnthropicGenerate model responseAsks the AI to write a short welcome greeting the client by name and referring to what they asked for.
If
welcomeBodyis not empty- 4Google SheetsRead column
- 5Google SheetsAppend rowRecords the client's address and name when their email goes up for approval, then again once it has been sent, drafted, or could not be sent.
If
review.approvedis trueTry
- 6GmailSendSends the welcome email to the client under your firm's name, but only after you approve it.
If a step fails
- 7GmailCreate draftSaves the welcome as a Gmail draft addressed to the client when you reject it, nobody decides in time, or an approved email cannot be sent.
- 6
Otherwise
- 8GmailCreate draft
- 4
- 3
How it works
What happens on each run, in plain English.
Every hour, your client intake sheet is read and a personalised welcome email is written for each new client from what they told you on the form. Each email comes to you as an approval request with the address it would go to: approve it and it goes out under your name; reject it, or leave it, and it is saved as a Gmail draft for you to edit.
Nothing reaches a client without a person approving it, and nobody is welcomed twice, even when a new run starts while another is still waiting for your answer. A row missing a name, email address or notes is skipped rather than guessed at, and the intake sheet itself is only ever read. If an approved email cannot be sent, it is saved as a draft where possible and the run is marked as failed with the client's name and the reason; if the intake tab's columns are not named Name, Email and Notes, the run stops and tells you which columns it found.
You need Google Sheets, Gmail and Anthropic connected, an intake tab with 'Name', 'Email' and 'Notes' columns, a second tab headed 'Email', 'Name', 'Outcome' and 'Welcomed at', and a short description of your firm, what it does and how you like to sound.
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