How to Build an AI Agent to Auto-Generate Client Reports and Draft Emails Using Pabbly Connect

Learn how to automate client report generation and email drafting using Pabbly Connect with Google Sheets, Gmail, and AI integration. Develop expertise in application integration and learn how to design streamlined automation workflows using proven, simplified approaches.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To start automating client report generation and email drafting, you first need to access Pabbly Connect. This platform allows seamless integration between various applications like Google Sheets and Gmail.

Begin by navigating to the Pabbly Connect landing page. If you are a new user, sign up for free to explore the application. Existing users can simply click on the ‘Sign In’ button. Once logged in, you will see all Pabbly applications, from which you should select Pabbly Connect to proceed with the automation.

2. Creating a Workflow in Pabbly Connect

After accessing Pabbly Connect, you need to create a new workflow to automate the report generation process. Click on the ‘Create Workflow’ button and name your workflow, for example, ‘AI Agent for Client Reports’. Choose a folder to save your workflow for easy access.

Once your workflow is created, you will be directed to the workflow window. This is where you set up the trigger and action. The trigger is the event that starts your workflow, while actions are the tasks that follow. In this case, the trigger will be a new or updated row in Google Sheets. To set this up, select Google Sheets as your trigger application.

• Select ‘New or Updated Spreadsheet Row’ as the trigger event.
• Copy the provided webhook URL to connect Google Sheets with Pabbly Connect.
• Configure your Google Sheets to send data to this webhook URL.

After setting up the trigger, you will be ready to proceed to the next step of integrating with your AI agent.

3. Integrating the AI Agent with Pabbly Connect

The next step involves integrating your AI agent, which in this case is OpenAI, to generate client reports. In your workflow, select OpenAI as your action application. Choose the action event as ‘Chat GPT Structured AI Output’ to ensure you receive a well-structured response.

To connect OpenAI with Pabbly Connect, you will need an API key. Navigate to your OpenAI API key page, create a new key, and copy it to paste into your Pabbly Connect workflow. After entering the API key, select your AI model, such as GPT-3, and set the user role to define the AI’s behavior.

• Map the fields from Google Sheets to the AI agent’s input.
• Define the prompt for the AI to generate a project status report.
• Ensure the response format is set to extract both email subject and body.

This integration allows Pabbly Connect to automate the report generation process based on the data entered in Google Sheets.

4. Drafting Emails Using Pabbly Connect and Gmail

Once the AI agent generates the report, the next step is to draft an email using Gmail. Add another action step in your workflow and select Gmail as the application. For the action event, choose ‘Create Draft’ to prepare the email for review before sending.

Connect your Gmail account to Pabbly Connect by clicking on ‘Connect with Gmail’ and granting the necessary permissions. After connecting, map the email subject and body generated by the AI agent into the respective fields in the Gmail action.

Map the recipient’s email address from Google Sheets. Set the email content type to plain. Review the draft in your Gmail account to ensure all details are correct.

This step completes the automation process where Pabbly Connect efficiently drafts emails based on the AI-generated reports, saving you time and effort.

5. Finalizing the Automation Setup

With all integrations set up, it’s time to finalize the automation. Ensure that the ‘Send on Event’ option is enabled in your Google Sheets settings. This setting allows the automation to trigger whenever a new row is added or updated.

Test the entire workflow by adding sample data to your Google Sheets. The AI agent should automatically generate a report, and a draft email should appear in your Gmail account. This process demonstrates how Pabbly Connect streamlines the client reporting and email drafting tasks, making them efficient and automated.

Once everything is functioning correctly, you can rely on this automation to handle weekly client report generation and email drafting without manual intervention.

Conclusion

In conclusion, using Pabbly Connect, you can automate the process of generating client reports and drafting emails seamlessly. This tutorial provided a step-by-step guide on integrating Google Sheets, Gmail, and an AI agent to enhance productivity and efficiency in client communications.