Auto-triage Gravity Forms support submissions to Notion and Gmail

Build me an agent workflow that triages new Gravity Forms support submissions, logs each one into a Notion triage database, and sends the customer a category-appropriate acknowledgement from Gmail. The goal is to take manual sorting work off the support team while giving customers a thoughtful same-hour reply.

Trigger: run on a cron every 15 minutes.

On each run, the agent should:

1) Call Gravity Forms "List Entries by Form" against my support/contact form. Filter by date_created so we only pick up entries created since the last run (use the last successful run timestamp, or default to the last 15 minutes on the first run). If there are no new entries, finish the run cleanly.

2) For each new entry, read the customer's message and any other useful fields (name, email, subject if present). Classify the request into exactly one of: bug, billing, feature request, general question. Pick a priority of P0, P1, P2, or P3 based on urgency cues: P0 for outage or revenue-blocking language ("down", "can't log in", "urgent", "production"), P1 for things blocking the customer's workflow, P2 for normal issues, P3 for nice-to-haves or general questions. Write a one-paragraph summary of what the customer is asking and a suggested next action (e.g. "refer to billing for refund", "reproduce login bug on staging").

3) Call Notion "Create a Page" in my support triage database. Set the properties: Category (one of the four), Priority (P0/P1/P2/P3), Customer Email (from the entry), Summary (the one-paragraph summary), Suggested Next Action, and a URL field linking back to the original Gravity Forms entry (use the entry's admin URL on my WordPress site).

4) Call Gmail "Send a Message" to the submitter with a category-appropriate acknowledgement. Use four different reply templates: billing inquiries get a billing-specific reply, bug reports get a bug-specific reply asking for steps to reproduce if missing, feature requests get a thank-you that sets expectations on roadmap, general questions get a neutral acknowledgement. Every reply must reference what they actually asked about by name (pulled from their message), so it doesn't feel like a generic autoresponder. Sign off from the support team.

Inputs I'll provide when setting this up: the Gravity Forms form ID for my support form, my WordPress site URL, the Notion database ID for the triage board, and the from-name and signature to use on the Gmail replies. Ask me for each of these during setup.

Safety rails: never reply to the same entry twice (track the most recent processed date_created between runs). If classification confidence is low, default to category "general question" and priority P2 and flag it in the Notion summary so a human can recheck. If Notion or Gmail fails for a given entry, log the failure and continue with the rest of the batch instead of aborting the whole run.

Additional information

What does this prompt do?

Checks your Gravity Forms support form every 15 minutes for brand new submissions so nothing waits overnight in a spreadsheet.
Reads each customer message and labels it as a bug, billing question, feature request, or general question, with a P0 to P3 priority based on urgency cues like 'down', 'urgent', or 'can't log in'.
Drops a fully filled out card into your Notion support triage board with category, priority, customer email, a one paragraph summary, suggested next action, and a link back to the original entry.
Sends the customer a same hour acknowledgement from your Gmail that references what they actually asked about, with different replies for billing, bugs, feature requests, and general questions.

What do I need to use this?

A WordPress site running Gravity Forms with a support or contact form you want to triage.
A Notion workspace with a database set up for support triage, with columns for category, priority, customer email, summary, and a link field.
A Gmail account that will send the customer acknowledgement replies.

How can I customize it?

Change the check frequency from every 15 minutes to every 5 minutes for faster response or every hour for lower volume forms.
Adjust the category list and priority rules to match how your team already labels tickets, for example adding a 'sales question' bucket or a P4 for low priority requests.
Edit the four acknowledgement reply templates so the tone and signature match your brand, and add an internal escalation step that pings a manager when a P0 lands.

Frequently asked questions

Will this reply to the same person twice if I run it every 15 minutes?

No. The agent only processes entries that arrived since the last run by filtering on the submission date, so each customer message is triaged and replied to exactly once.

Do I need a special Notion template or add-on?

Just a regular Notion database with a few properties: category, priority, customer email, a summary text field, and a URL field for the link back to the original form entry. The agent fills in the rest.

Can it handle attachments or screenshots from the support form?

The triage card includes a link back to the original Gravity Forms entry, so anyone working the ticket can click through to see attachments and any extra fields the customer filled out.

What if the customer's message is in a language other than English?

The agent reads the message in whatever language it was written and can be tuned to reply in the same language. Just add that instruction when you customize the workflow.

Can I use this with a contact form that isn't Gravity Forms?

This prompt is wired to Gravity Forms, but the same triage pattern works with Typeform, Tally, Jotform, or any other form tool we support. Tell the workflow author which form tool you use and it will adapt the setup.