Business Automation
Automatic Email Reply System
An internal system built for The Visibility Agency to process incoming assessment enquiries and respond automatically.
- Automation
- Business Systems
- AI
The Challenge
Every completed Visibility Assessment needed a considered first reply. Doing that manually meant the same work repeated for every enquiry, with slower response times as volume grew.
What We Built
An internal automation that handles incoming enquiries so repetitive replies stop consuming working hours.
We built an automated workflow that triggers whenever a new assessment response is submitted. The submitted data is prepared for analysis, passed to an AI model that reviews the enquiry against a defined prompt, and converted into a structured, ready-to-send format. The workflow then replies to the customer, notifies the team internally and records the enquiry in a CRM sheet.
Key Components
- Trigger on each new assessment submission
- Automatic preparation of submitted enquiry data
- AI analysis of the visibility assessment
- Structured output formatting for a consistent reply
- Automated reply email to the customer
- Internal notification email
- Enquiry stored in a CRM sheet
The Outcome
Removed the repetitive first-response work from every enquiry — each submission receives a consistent reply, the team is notified, and the record is captured without manual effort.
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