Make.com Email Systems & AI Autoresponders

what's going on everybody hope you're enjoying make but for people who want to make real money in this video we're going to dive into detail on how to build an email autoresponder system it's going to incorporate email modules it's going to incorporate AI it's going to incorporate a couple of things that even experienced make developers don't know how to do so if that sounds like something you're interested in stay tuned and let's get into it okay so what exactly are we going to be doing in this video we're going to be building out a system that can basically watch for new notifications that look something like this that may be coming from like an agency service or maybe a form fill on a website or maybe uh maybe it's like a new lead notification from Facebook ads or something like this and then what we're going to be doing is we're going to be automatically responding to these emails using AI but in such a way that like you're never really worried about the quality of the response from AI it's going to be like quite quite standardized quite proceduralized now the reason why this is what I'd consider a high system is because there are tons of coaching companies out there and agencies that will get emails and new lead notifications and form fills like this and then they just don't respond to them for hours and sometimes it's days what you can do to extremely quickly increase retention on basically any offer is just to make sure that when somebody fills out a form they're receiving some type of message within the first couple of minutes just confirming that receipt but not just like in a transactional way not just like we've received your email but in like a personal customized way this is probably one of the easiest simplest levers that I could think to pull for high perceived customer experience High perceived customer value and um having little like Snippets of systems like this um in your in your customer acquisition process or funnel can easily improve conversion rate with like 5 to 10% it's stupid simple and it's a system that'll take like literally 15 minutes or so to set up so I wanted to start with this just because tons of people um you know want to process leads better and this is just like a little stem that you can then use to do whatever you want with the lead you could send them an email and then put them in your CRM you could send them an email subscribe them to a mail chimp newsletter uh you could do literally anything with it and that's what we're going to do so uh first things first what we are going to do is we need a way to just thinking about this from a bird's eye view we need a way to trigger a make scenario when we receive a new email so that's the first thing that I'm thinking about then we need a way to digest all of this and then write like a customized email in response or in reply uh which is something that is quite straightforward to do with AI which I'll show you in a second um and then you know to make it smart um like we shouldn't send this immediately we should wait like a couple of seconds maybe we should wait like 79 seconds or something because if you think about it like if we want to imply that it's a human that's actually going through and then writing all of these emails um no human would be able to write an email in 3 seconds that like you know is customized addresses all their stuff so we're going to want to like wait a little while um I think that's about it yeah that seems pretty simple so how do you actually develop a system that I just described in practice um you know and how you know if you guys are running an agency or or a coaching funnel or something how exactly would you guys do this yourself with or without an automation person what I've done here is I've gone to my make. com account and then I've scrolled down to let me just exit out of here I've uh created a new folder called example builds and I'm pretty laggy right now so give me one second okay I've created a folder called example builds click on that folder it'll filter out everything except for um you know everything in everything that's tagged as an example build and so I've already set one of these up earlier just so as I was testing the scenario but I'm going to click create a new scenario and you guys can follow along with me from scratch so assuming that this is an entirely new scenario uh you know we've never even set up an email module before how would you go from this blank screen to A system that catches new lead notifications as they come in in a specific format and then it responds them automatically well here's what I would do click on this button the first thing that I would do is I would find an email module and you'll see that there is a trigger in the email module called watch emails this trigger when a new email is received for processing according to specified criteria pretty simple sounds like exactly what we want now what we need to do here is we need to set up a connection and we need to set up the connection um with the email address that is going to be receiving emails a lot of the time that might be like an info at for you guys or maybe like some sales at email or maybe like the email of a specific salesperson in my case it's this one right here Nick 1C copy. com so I need to basically add a connection to Nick at1c copy.

com it's a Google email so it'll be Google off and I'm going to say Nick at1c copy. com and then I'll do February 17224 and click save now we may have to do some two-factor authentication we will see nope so now it just wants to access our make account we'll click allow and now it's like going to be reading uh our our Gmail basically uh and then we can select a folder to choose um this is sort of annoying but you just always have to select a folder so I click inbox okay criteria uh do we want all emails only read emails or only unread emails um I'm going to just do all emails for now because I'm going to want to test this sender email address I mean for the purposes of the demonstration I know that the email addresses or emails are always going to be coming from Nick left click. so I'm just going to be granular um these are recipient email so that might be like outgoing emails I think which I'm not going to worry about subject so new lead notification example is going to be the subject so I'm going to copy this over paste that in phrase uh you can actually select emails based off specific phrases that you see so in our case we don't really need that because I'm just going to process all emails that come in with new lead notification example uh do we want to Mark the messages as red when fetch I'm just going to click no and then maximum number of results being one okay cool that looks pretty straightfor forward uh this should be good uh and then here's like one of the secret sauces that a lot of make devs just don't even fully understand you can choose where to start the processing of this so that you can technically go and back calculate or back log um to do to do test if you've run this before so I'm going to click select the first email it's going to run the filter right now and you see it has three and so looks like the first one was sent here or no back here and so I'm just going to start there so that I can just do a little bit of testing if that makes sense okay great so I'm going to click run and you'll see that it just ran once and it pulled one of the messages that I sent to myself earlier and the message that is sent has all of this information it has text content HTML content sender recipient just all of these fields that we can use in automations later on and you can see it actually didn't just pull that one it pulled uh what looks like all of them and because I set the maximum number of results of 42 which is kind of dumb so I'm I'm going to go back here I'm going to right click choose where to start I'll go back and select the first email again uh because I just always want to be able to to have a test okay great and then let's just run this one more time so we can only get that single email okay great yeah yeah that's the one right there um the reason why you always do this anytime you start some type of email modules because you want to verify that your filter is correct you want to verify that you know you have the fields that you're going to need to build out the rest of the flow and so that's what we just did we got a text content field and HTML content field now uh you may think we need to do some fancy parsing magic like a lot of people that I've developed flows now are going to be like ah well now I have to like isolate the first name isolate the last name do all this fun stuff you don't have to do any of that and this is why these systems take less than like 10 minutes of set up what we're going to do now is we're going to use AI to do all that for us so I'm going to go to open AI I'm going to click on here and then what I'm going to do is create a completion and then connect it like this now in order for this to work you do of course need an open AI account if you go to open.

com in the top rightand corner it will say login so you're going to need to give that a quick little login select what you want either chat GPT or API in our case excuse me we're going to want the API log in do all the fun stuff that you need to do basically to get to this page and then you're going to have to connect your chat GPT account or not chat GPT account rather you're going to have to connect your uh openai account so let me just pretend I'm doing this first time it'll ask for an API key and then to ask for an organization ID so I'm not going to actually connect my own API key and stuff but the organiz ID you will find if you go down to settings and organization so you can copy that in and then paste that in and then the API key if you go down to API keys and then you create a new secret key um then it'll automatically generate one for you that you can then paste in there and that's how you do the connection this is going to be the first time if you're watching uh this video course that we've connected without using like Google authentication and there are a bunch of apis out there usually like the higher value ones to be honest where you just have to like print out your own API key and stick it in like this but anyway I'm assuming that you do that you'll click save it'll go through it'll verify the connection I already have an API key set up with with my own business once I copy so I'm just going to use that one okay now uh what do we do well now we're actually running like AI um and if you haven't paid money you may not have access to all the gp4 end points although again if you're watching this video in 2029 maybe we're at like gpt7 or something and just AGI has been achieved um but uh if you need to if you go down to billing uh add a payment method uh then you can just add your own payment method and then should unlock GPT 4 for you uh if not then uh you can also use GPT 3. 5 turbo and it should work quite reasonably well I'm just going to use gp4 for this so I'm going to go let's just use the base GPT 4 model now I'm going to Define just some prompts and if this is a first- Time prompt engineering with gpts there are there is a system prompt which is where you tell the system how it identifies as uh you know it's like you identify as a boy you identify as a girl or something uh same thing here it's like you're identifying as a writing assistant a sales administrator uh filter Queen I don't know whatever the hell you want to call it so in this case I'm going to say you're an intelligent email assistant so that is what it is identifying as I always say that it's intelligent just because uh my humble opinion it EES out a little bit of value then you can define a user prompt which is what you send to the AI and then you can also Define a system prompt which is what it sends back to you and usually when you're defining like a system of prompts you have to train it a little bit so you have to give it a couple of examples that's what I'm going to do here here so first I'm going to give it some instructions um let's just have it write the whole email yeah that'd be good let's say you're monitoring a sales inbox that receives inquiries for a coaching offer that I run your task is to digest the sales email and produce a high quality customized response in return make sure the responses are Spartan in nature and don't use any frilly language let's just put it that way okay great so now what I'm going to do is I'm just going to give it a bunch of examples of how I want it to respond so I'm going to go back here click user and then I'm going to paste in um let's do this I'll paste in this so copy I'll paste so this is going to be the message that it's receiving name Michael Jackson type High ticket monthly commitment whatever hey and then what I wanted to do is I wanted to respond with the whole full email text body uh that's high quality and that's like simple and I've created a template for this which is somewhere around here so let me see if I can just open up a new email address and and get it it's probably in draft somewhere yeah there you go that's it so I'm going to go back here and I'm going to paste it in so uh this is what I wanted to send back I wanted to say hey name Nick here thanks for reaching out and I appreciate your interest in my my high tiet e-commerce offer happy to help you get started and I want to say I just let someone on my team know about this and they'll give you a call in a couple minutes to dive into detail looking forward to working with you then I'll say cheers and then I'll say Nick and then obviously uh if somebody sends me over Michael Jackson I'll say Michael and now why don't we customize this a little bit so that um yeah why don't we customize this a little bit just to teach it how it works so hi I really want to get started in your high ticket month e-commerce offer hi thanks rer I appreciate your interest in my high ticket e-commerce offer good happy to help you get started want to know how to get started okay good yeah yeah this is a good template I think I wrote this specifically in response to that um so this is the email that we wanted to to put out um now there are a couple of things here uh to keep in mind um uh spacing and stuff like that can be kind of weird in email so um we may have to go back in here and have it like generate code instead of the actual email these BR tags are basically just like an extra line break between one line and the other um but we'll see how it goes first and then assuming that there are no problems then we'll kind of take it from there um what I'm going to do here is now because I have that one example I'm I'm just going to make the message content uh the text and then we're going to and then the next response is going to be from the assistant um so that's kind of like what we're going to wait for at this point which I'm I'm personally looking forward to okay appears to be a little bit of lag so I don't know if I can yeah had to exit out of that that's unfortunate let's see if that saved yeah no it didn't save so I'm just going to reset that up uh really quickly let's say you're an intelligent email responding assistant I think I said something along those lines and then let me go user um you're currently monitoring an inbox you see I'm using different text as before it's not a big deal as long as you speak in English plain language it's okay you can lose it all and just redo it again email inbox for oh let's do a sales email inbox for my high ticket coaching offer um for every inquiry you receive digest it and respond appropriately make sure to use Spartan no FRS language probably with a customized message that's tuned to the particular Prospect make sure you Spartan no fro language okay great let's do that um just going to save it here by clicking okay just in case we lose that again and and then I'll go to assistant or no I'll go to user I'll paste in that message here and then I'm going to go in and then paste my response as the assistant so and then I'm also going to add in my uh my little new lines and stuff that's very important okay great and then we're going to say hey Michael so hopefully me doing it twice um is enough to really just drive home how this works and then I'm going to add and a uh user prompt one last time and then I'm going to make the message content the text content from the previous email and so I'm just clicking text content and this is going to insert that variable from the previous step in the flow okay that looks pretty simple uh why don't we actually run this thing and see what happens let me just double check model is GPT 4 that's good system okay user prompt all right oh uh there is one more thing that I'll change I love changing the temperature and making it a little bit lower um I've played around with these models quite a bit I find gb4 it's just a little too frilly for me so let's do that I'm going to save this scenario and then I'm going to click run we going to see what happens so we pulled an email now gb4 is writing it if I click here and I go usage or sorry choices one message and now we say hi Peter I'm Nick and I got your message it's it's awesome to hear you're interested in getting into e-commerce we'll teach you everything you need to know start from scratch I've passed your message on to my team and they'll be in touch shortly to explain the process looking forward to helping you start your journey best Nick awesome that's a fantastic email and something that I would have probably sent myself now the next step is just hooking this back up to an email flow and then sending that email directly to the prospect uh what I'm going to do here though is I'm going to add a weight first so that weight gives us maybe like 60 to 75 seconds just so that there's plausible deniability that a human being actually wrote this again we want to have an outsized impact on you know conversion rate and stuff like that so let's just pretend let's just do 90 seconds to start um maybe it'll take 90 seconds if somebody's constantly monitoring an email inbox uh they receive your email might take them 90 seconds to do it so yeah uh and then I'm going to go back to my emails and then I'm going to click actions send an email and then I'm going to go to the email inbox here of relevance so that should be Nick at1c copy. com February 17th 2024 that's right save message after sending I do like to save the message after sending uh the reason why they have to divide this into two parts is because of Gmail API specification issues where Gmail just requires additional connections basically in order to save an email uh we'll save it into the sent mail folder obviously uh the email address now this is going to be an interesting one because we're um oh jeez I don't think I actually included an email address in here oh that's kind of dumb um yeah okay so ideally we'd have an email address feature in here so that doesn't work why don't we send another one here just as I'm doing this example let's send it to nick1 Second copy.

com then let's say name whatever and let's just pretend there's like an actual email address in here too um let's just do Nick at left click. a and you lead notification example okay great let's pretend this is from Nick uh let's actually just do like Noah hey thanks for this I'm new to e-commerce and can't wait to get started okay great Yeah we actually need an email to parse in order to send the thing to obviously um so let's make sure we take care of that too uh very simple and easy way to do so if you don't want to screw with email Parcels is just add another gp4 module and then just give it uh new instructions your intelligent email responding assistant extract the email from The Following text and then I'm just going to do uh let's do michaelj 289 gmail. com okay let's just teach it what we want it to do okay great that should be good that should be good all right I'm going to rename this module here so that it is um right customized reply and then I'm going to rename this module here so that it's extract email just so that it's very clear what we're doing and then I'm going to test this on some text so let me go back here and then just see how this works and it should just output uh Nick left click.

so we're going to go back to choices one message okay great yeah so it has the content correctly okay that was sort of annoying uh but here we are um so now we need to add that in as the second email um and so here's a little hack that I think a lot of people don't fully understand uh in make. com either um you see how right now if I were like go and then click one of these things like content this little green box pops up and this green box is like some special formatting that make. com provides that's different from um just regular text well there's actually a way that you could just like add that in um and the way that make does it is they use curly braces so they do curly brace curly brace and then they'll use the number of the module so you see here this says two this here says five this here says three um you can just click you can just write the uh whatever the name of the module is so I'm just going to do let's say let's just do number one so one and we'll just go text content and then curly brace curly brace you'll see how uh that's not transform just a piece of text into like this drag and droppable sort of variable thing uh we can actually use that in order to like access different parts of the flow at any time that we need so I just wanted to point that out to you guys um I'm not going to do that here because I think it's we're still just a little bit too simple to be diving into complex flows like that um but anywh who uh what we need to do is we need to extract this email address if we click uh to email address here sometimes you have to refresh it uh you'll then see that in email in uh module number five create a completion if we go down to choices go down to message we can access the cont content so that's what we want we just want the email address um the subject line why don't we do email received talk to you soon for the content type why don't we do plain text and then the actual content that we're going to put in we're going to put in the text from the previous module the one that generated the custom email so we go back down here to module number two which is this one here that writes the customized reply we'll go down to message and then content now I want to see how this works um this may be an issue because uh sometimes email formatting doesn't add spaces in I should also remove this module here just for now so I'm going to right click click onlink because I don't actually want to wait 90 seconds to test this let's go back here and then leave this module up here just for now and then why don't we start with that last email that I sent the one that has um uh the one that has the email address in the message body okay great so let's do that and then let's run it and let's just see how it goes we receive the email we wrote the customized reply let's check out what that message looks like cool looks good we then extracted the email address let's see what that looks like cool that's the right email and then we sent an email reply let's see what the send was it was high Noah Nick here appr Your Enthusiasm about diving in e-commerce this a thrilling space to be in I've got your details and someone for my team we'll be reaching out to you shortly to get you started on this exciting Journey watch out for that email all the best neck that looks great why don't we go back to the email address that had that sent so in my case it would be this one here and this is what it's going to look like on the back end so as I'm sure you could tell this is pretty professional and the fact that you got you get it within 90 seconds or so uh is very high quality it's very like uh the sort of like professional user experience that a lot of companies that are doing between 300 to 500k a month want to put into practice as you saw I built that entire flow out in just a couple minutes we had a bunch of road maps uh we we had a bunch of Road bumps involved where like you know I didn't set the testing text correctly or anything like that but one thing that I think a lot of people that may be watching this for the first time um will realize is how you can just use AI to do a lot of the stuff that you used to have to use procedural steps for where you'd like have to parse text manually and do all that sort of stuff I will say that AI isn't always 100% reliable and so there will be some errors with this method but it's still a very good and easy way to get up and running to build infrastructure out without necessarily having to do all of like the fancy hard stuff of like parsing and that sort of so this is how I would personally build up the flow uh as sort of like an MVP I'd then run it for a few days make sure that my clients or the company that I'm currently running sees value in it and then I'd go more into depth into like developing specific email parsing techniques that like isolate the name and isolate the email address and do all that without AI but yeah that's more or less uh that's more or less the first step of that flow I hope that that makes sense this is a an example of an extremely common system that I'll build and you can imagine how now that we've sent the email we can do one of a million different things with that we could theoretically add another module at the end of this and maybe that module um is responsible for I don't know adding it to a CRM so maybe you're using clickup you would go here you'd add like a clickup module and then maybe you'd I don't know create a new task in a list or something like that right the options really are endless um what I'll do now is I will download this as adjacent blueprint and then I will make sure that you guys have access to this I'm going to add it to that same notion file where I've added uh everything else about the course so yeah hope you enjoyed that uh in the next video we're going to go a lot more into detail on how to use web hooks I GL I gleaned over web hooks today um simply because you didn't really need a web hook in order to do the functionality that I wanted to do today but uh in the future web hooks are extremely important for connecting platforms that aren't on make.

com to make.