Automate Email Responses with Pabbly Connect: A Step-by-Step Guide

Learn how to automate email responses using Pabbly Connect, Open AI, and Gmail. This detailed tutorial covers every step of the integration process. Explore systematic approaches to creating efficient automation solutions that convert technical concepts into practical, implementable instructions.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Email Automation

To begin automating email responses, first, access Pabbly Connect by visiting its official website. If you do not have an account, you can sign up for free, which allows you to create workflows and manage integrations effortlessly.

Once logged in, click on the ‘Create Workflow’ button to start building your automation. You will be prompted to name your workflow, and for this example, you could name it ‘Automate Email Responses with Open AI’. After naming, select a folder to save your workflow, then click on ‘Create’ to proceed.

2. Configuring Email Parser as Trigger in Pabbly Connect

In this step, you will set up the trigger to capture incoming emails. Within your created workflow in Pabbly Connect, select ‘Email Parser’ as your trigger application. This will allow you to automatically forward emails from your Gmail account to Pabbly Connect.

• Copy the provided forwarding email address from Pabbly Connect.
• Go to your Gmail settings and add this forwarding address.
• Verify the forwarding address by clicking the confirmation link sent to that address.

After verification, return to Pabbly Connect and click on ‘Re-capture Email Parser Response’ to ensure that the setup is complete. This step will ensure that any new emails received will be forwarded to Pabbly Connect for processing.

3. Generating Email Response Using Open AI

Now that you have captured the email details, the next step involves generating a response using Open AI. In the action step of your workflow in Pabbly Connect, select Open AI as the action application. Here, you will configure the action event to use Chat GPT for generating email responses.

To connect Open AI with Pabbly Connect, you will need to provide an API token. This token can be obtained from your Open AI account under the API Keys section. Once you have the token, paste it into the designated field in Pabbly Connect and save the connection.

• Select the AI model you wish to use, such as GPT-4.
• Create a prompt for the AI that includes customer details like name and email subject.
• Map the customer details from the email parser response into the prompt for personalized responses.

After setting up the prompt, save the action step to generate the email response. You will see the response content generated by Open AI, which will be used in the next step.

4. Drafting the Email in Gmail Using Pabbly Connect

Once you have generated the email response, the next step is to draft this email in your Gmail account through Pabbly Connect. In your workflow, add a new action step and select Gmail as the application. Choose ‘Create Draft’ as the action event.

Connect your Gmail account with Pabbly Connect by clicking on ‘Add New Connection’ and granting the necessary permissions. After successful connection, you will need to map the email subject and body generated by Open AI into the draft.

Map the recipient’s email address from the email parser response. Add a sender name for the draft email. Finally, map the email body generated by Open AI into the draft content.

Once all fields are mapped, save and send a test request to ensure that the draft is successfully created in your Gmail account.

5. Sending the Final Email Response After Delay

To finalize the email response, you will need to add a delay before sending the email. In Pabbly Connect, add a new action step and select ‘Delay by Pabbly’. Set the delay time to 24 hours to allow for review of the drafted email.

After the delay, add another action step to send the drafted email. Select Gmail again and choose ‘Send Draft’ as the action event. Use the draft ID from the previous step to ensure the correct email is sent.

Map the draft ID from the create draft response. Confirm the connection and save the action. Test the workflow to ensure the email is sent after the delay.

After completing these steps, your workflow will automatically send personalized email responses to customers after reviewing drafts, thus streamlining your email communication process.

Conclusion

By following these steps, you can effectively automate email responses using Pabbly Connect, Open AI, and Gmail. This integration not only saves time but also enhances customer engagement through personalized responses.