Outlook form-submission auto-reply with Calendly booking link

Build me an agent workflow that handles inbound form submissions arriving in our shared Microsoft Outlook inbox. Today our Director of Ops manually reads each one and sends back a templated response with our Calendly booking link. I want the agent to draft that reply automatically and pause for human approval before anything goes out.

Trigger: a Microsoft Outlook poll trigger on "new email" scoped to the shared inbox where form submissions land. Let me configure either a specific folder (e.g. a Form Submissions folder) or a sender pattern (e.g. emails from our form vendor's notification address) so the workflow only fires on real form submissions and not every email in the inbox.

When a matching email arrives, the agent should:

1. Parse the email body as a form submission and extract the submitter's name, email address, and any other fields the form captured (company, message, what they're interested in, etc.). Be resilient to slightly different form formats.

2. Compose a reply that stays faithful to our existing templated copy. Personalize the greeting using the submitter's first name (fall back to a neutral greeting like "Hi there" if a name can't be found). Always include our Calendly booking link in the body. Calendly only appears as a link in the email, no Calendly API call is needed.

3. Use the Microsoft Outlook Create Reply Draft operation against the inbound message so the draft sits on the same thread the submission arrived on. The Director of Ops should see it ready for review in their normal Outlook drafts/Outlook thread view.

4. Pause for a human-in-the-loop approval step. The human reviews the draft directly in Outlook (they can edit the body, fix anything, or reject it). Once they approve, the agent calls Microsoft Outlook's Send Draft Message operation to send the draft, which moves it to Sent Items. If the human rejects, do not send anything.

Important constraints: never send a reply without a human approval, never invent facts that aren't in the submission, never strip our Calendly link, and don't deviate from the template's tone or structure beyond personalizing the greeting and lightly tailoring the opening line if the form captured a specific topic. Treat our existing templated copy as the source of truth.

Inputs I'll provide on setup: the Outlook folder or sender filter that identifies form submissions, our templated reply copy and signature, our Calendly booking URL, and which form field maps to the submitter's first name.

Additional information

What does this prompt do?

Watches a shared Outlook inbox or folder for new form-submission emails and parses out the submitter's name, email, and any other fields they filled in.
Writes a personalized reply that follows your existing templated copy and always includes your Calendly booking link.
Drops the reply into Outlook as a draft on the same thread, so your Director of Ops sees it ready to review in their normal inbox.
Pauses for a human approval step. Once the draft is approved or edited in Outlook, Geni sends it. Nothing goes out without a human checking it first.

What do I need to use this?

A Microsoft 365 account with access to the shared Outlook inbox where form submissions arrive.
Your existing reply template copy, plus the Calendly link you want included in every response.
Either a dedicated folder for form submissions or a sender pattern (such as your form vendor's notification address) so Geni only replies to the right emails.

How can I customize it?

Swap in your own templated copy, signature, and Calendly link, or add a different booking link per type of submission.
Change which folder or sender Geni listens to so it only replies to genuine form submissions, not every email in the shared inbox.
Tighten or relax the human approval step. You can require a manual approval every time, or have Geni send automatically once the draft passes a confidence check.

Frequently asked questions

Will the reply land in the same thread the form submission came in on?

Yes. Geni replies directly to the inbound email so the conversation stays in one thread, which makes it easy to track follow-ups and search later.

Does anything send without a human looking at it?

No. Every reply lands as a draft in your Outlook account first. Your Director of Ops opens the draft in Outlook, reviews or edits it, and then Geni sends it once it is approved.

What if the form email does not include the submitter's name?

Geni falls back to a neutral greeting like "Hi there" rather than guessing. You can also tell Geni which specific field in the form to use for the name.

Can I use this with a personal Outlook inbox instead of a shared one?

Yes. The same setup works on any Outlook mailbox. Just point it at the folder where your form submissions arrive.

What if I switch from Outlook to Gmail later?

There is a matching Gmail version of this prompt. The instructions and human approval step work the same way, just on a Gmail account.