Auto-draft Gmail replies to form submissions with Calendly link

PromptCreate

Build me an agent-based workflow that handles form submission emails landing in our shared Gmail inbox. Today our Director of Ops manually reads each one and sends a templated response with our Calendly link. I want the agent to draft that response automatically and pause for human approval before it sends.

Trigger: Gmail poll trigger on the new_email event, scoped to a specific Gmail label (for example 'form-submissions') or a sender pattern that identifies form submission emails. The user will configure the exact label or sender filter when they set this up.

What the agent should do for each new email:

1. Parse the email body as a form submission. Extract the submitter's first name (or full name if first name isn't available), email address, and any other relevant fields the form captured. If a name field can't be found, fall back to a friendly generic greeting.

2. Compose a templated reply. Personalize the greeting with the submitter's name. Keep the body faithful to our existing template (the user will paste the template copy into the workflow when they configure it). Always include our Calendly booking link in the body. Sign it from the Director of Ops with the configured signature.

3. Use Gmail's Create a Draft operation to save the draft as a reply on the source message (set threadId, In-Reply-To, and References so it threads correctly with the submitter's original email). The draft should land in the same Gmail account so the Director of Ops can open it from their drafts folder.

4. Pause for human-in-the-loop approval. Notify the Director of Ops that a draft is ready to review, and wait until they approve (or edit and approve) the draft before continuing. The approval step is required.

5. Once approved, use Gmail's Send a Draft operation to send the draft. If the reviewer edited the draft in Gmail before approving, the latest version of that draft should be the one that sends.

Calendly is referenced only as a link in the email body. Do not call any Calendly API or operation. The only integration is Gmail.

Keep the workflow scoped to one Gmail account and one label or sender filter. Make the template copy, Calendly link, signature, and trigger filter all editable from the workflow's configuration so we can tweak them without rebuilding.

What does this prompt do?

Watches a shared Gmail inbox for new form submission emails and parses the submitter's name and details.
Drafts a templated response that greets the submitter by name and includes your Calendly booking link.
Saves the draft as a reply on the original thread so the Director of Ops can review or edit before it goes out.
Pauses for human approval, then sends the approved draft from Gmail once you give the green light.

What do I need to use this?

A Gmail account with access to the shared inbox where form submissions arrive.
A label or sender pattern that identifies form submission emails (so we only respond to the right ones).
Your Calendly booking link and the email template copy you currently use.
Someone designated to approve drafts before they send (typically the Director of Ops).

How can I customize it?

Swap in your own template copy, signature, and Calendly link.
Change which Gmail label or sender pattern triggers the workflow if your inbox uses a different filter.
Adjust who reviews and approves drafts, or skip the human approval step once you trust the output.

FAQs

Will replies stay on the original email thread?

Yes. The draft is created as a reply on the source message so it threads correctly when sent, and the submitter sees one continuous conversation.

Do I have to approve every reply, or can it send automatically?

By default a person reviews and approves each draft before it sends. You can remove the approval step later if you want fully automatic sending.

What if a form email is missing the submitter's name?

The draft falls back to a generic but friendly greeting so it still reads naturally, and you can edit it before approving.

Can I use this for a specific Gmail label only?

Yes. You point the workflow at one label or sender pattern, so only emails that match get a draft. Everything else in the inbox is ignored.

Does this work with Outlook?

This version is built for Gmail. There is a separate Outlook version of the same workflow if your team uses Microsoft 365.

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