Weekly Personalized Follow-Up Drafts

Following up with the right account at the right time is the work that keeps deals moving and customers close. It is also the work that slips: the list lives in the CRM, the context lives in email and notes, and writing 15 thoughtful emails takes a whole morning.

Weekly Personalized Follow-Up Drafts does the research and the first draft. Every week your clone:

• pulls accounts from Salesforce or HubSpot that match your {FILTER} (for example: you own it, stage is X, no activity in N days),
• reads the latest email thread with each account's contacts (Gmail or Outlook),
• reads CRM notes, the open opportunity or deal, recent activities and open cases,
• drafts one personalized follow-up per primary contact: it references the last conversation, any open question or commitment, proposes a next step and makes a clear ask,
• saves each one as a DRAFT in Gmail or Outlook (never sent),
• emails you a summary table (account, contact, why now, draft subject, link to the draft) and a list of skipped accounts with reasons,
• optionally logs a CRM task "Follow-up drafted" (and "Follow-up sent" after you tell it you sent).

What you get:

• Sales reps and account executives who need steady follow-up on open deals and quiet accounts.
• Customer Success Managers who want proactive check-ins with accounts that have gone quiet.
• Sales and CS managers who want a consistent follow-up rhythm across the team (each person runs their own).

It is built for one-to-one, relationship-style follow-ups to accounts already in your CRM. It is not a mass-mailing tool (see customer-email-program or cold-email-sequence for that).

   Trigger: scheduled task ({RUN_TIME}, e.g. Monday 7 AM)
            or on demand: "Draft this week's follow-ups"
                         │
                         ▼
 ┌───────────────────────────────────────────────────────────────────┐
 │  "Weekly Follow-Up Drafts" skill                                  │
 │                                                                   │
 │  1. Pull target accounts from the CRM using {FILTER}              │
 │       (cap at {MAX_ACCOUNTS}, remove {EXCLUDE_LIST})              │
 │  2. For each account, read:                                       │
 │       · latest email thread (search by domain AND contact emails) │
 │       · CRM notes · open opportunity/deal · recent activities     │
 │       · open cases (or open support notes/tasks in HubSpot)       │
 │  3. Skip and FLAG when:                                           │
 │       · no email thread · no contact email                        │
 │       · contacted within {COOLDOWN_DAYS}                          │
 │       · open escalation                                           │
 │  4. Draft one follow-up per primary contact                       │
 │       (last conversation · open question · next step · ask)       │
 │       in {TONE}, signed with {SIGNATURE}                          │
 │  5. Save each as a DRAFT in Gmail or Outlook (never send)         │
 └───────────────────────────────┬───────────────────────────────────┘
                                 │
                                 ▼
 ┌───────────────────────────────────────────────────────────────────┐
 │  Summary email to YOU                                             │
 │   · table: account · contact · why now · draft subject · link     │
 │   · skipped accounts and the reason for each                      │
 │  Optional: CRM task "Follow-up drafted"                           │
 └───────────────────────────────┬───────────────────────────────────┘
                                 │
              You review, edit and send from your inbox
                                 │
                                 ▼
     Optional: tell the clone "sent" → CRM task "Follow-up sent"

#How each account is researched

Your clone matches these to the exact skill names in your workspace. Confirm them in your skill catalog before saving the skill. Your clone will report the exact names it finds.

Skill names can differ slightly between orgs. Confirm the exact names in your skill catalog before saving the skill.

Pick one CRM (required):

Also required:

• Drafts only. Review before sending. The clone never sends. Read every draft: names, numbers, dates and promises.
• Personal email domains need a search by contact email. If a contact uses a personal address, searching by domain finds nothing or the wrong people. The clone searches by domain and by each contact's email address.
• Open escalation means no draft. Accounts with an open escalation are flagged, not drafted. Resolve the issue first, then follow up personally.
• Keep batches small. 10–15 accounts review well. Large batches get skimmed and mistakes slip through.
• Drafts may not be editable by the clone after creation. Gmail and Outlook drafts can't always be edited by the clone once created. If you want a change, ask the clone to regenerate the draft, then delete the old one.
• Each user connects their own CRM and email. No shared accounts. Drafts appear in the connected user's mailbox.
• HubSpot has no ticket operator. Open support items are read from notes and tasks, so an "escalation" must be marked there (for example a note or task labeled "Escalation") to be detected.
• Email threads may be missing. If the email history lives in another mailbox or the contact was never emailed from your account, the account is skipped as "no email thread".
• Read every instruction before saving the skill. You are responsible for what your clone does.