Every 15 minutes
Create follow-ups when a lead replies with interest
When a lead replies, the email is checked for interest and a call is booked on the deal for the ones who want to talk.
- Runs
- Every 15 minutes
- Apps
- Pipedrive
- AI
- Yes, uses the built-in AI allowance
- Access
- read+write (mailbox access)
Send this to your assistant
Create a ClickRuntime automation: every 15 minutes, check new emails from Pipedrive persons, decide whether each one shows interest in a meeting, and for those, create a call activity on their deal due tomorrow and email me.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
A salesperson with forty open deals in Pipedrive cannot read every reply as it arrives. A prospect writes back with a short line such as 'Can we talk Thursday?' and it sits between newsletters and receipts for two days. Meanwhile a polite brush-off gets the same attention as a buying signal, so hot leads cool off while the rep answers whatever happened to be on top of the inbox.
Every 15 minutes, new mail threads and messages synced to Pipedrive are listed, and ones already handled are skipped. ClickRuntime's built-in AI reads each reply and judges whether the sender wants a meeting, is asking a question, is declining or is simply out of office. If interest is clear, a follow-up activity is created on the deal and you get an email pointing to it.
Small sales teams and founders doing their own outreach get the most from it, since nobody is triaging the inbox for them.
What you get out of it
Hot replies get answered the same day
A message saying yes to a call is the most perishable thing in a pipeline. Spotting it within fifteen minutes and creating a task means the rep replies while the prospect is still thinking about it.
Brush-offs stop eating your attention
Classifying replies separates real interest from out-of-office notes and polite declines. Reps spend their limited time on conversations that can become revenue instead of reading everything in arrival order. Your inbox time goes to people ready to talk.
Follow-ups exist as activities, not memories
The follow-up lands in Pipedrive as an activity with a due date, so it appears in the rep's normal list. Nothing depends on remembering to come back to an email later.
Consistent judgment across the team
The same reading is applied to every reply, regardless of who owns the deal or how busy they are. New reps are no longer less likely to notice subtle buying signals than veterans.
No built-in AI key to manage
The classification uses ClickRuntime's own AI, so there is no extra vendor account to open or key to rotate. That keeps setup short enough for a founder to finish in an afternoon.
How it works
What happens, step by step
Every 15 minutes, the automation checks the emails synced to Pipedrive for new replies from your contacts.
It skips any reply it has already looked at.
AI reads each reply and decides whether the person is interested in talking.
For interested replies, a call is added to the deal for tomorrow and you get an email quoting the reply.
Before it runs live
- Connect Pipedrive
What you get
Build your own
Need it to work differently?
Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.
Changes you can ask for
- Act only on the items that match your own rules, and skip the rest
- Change what the AI looks for, or how it writes the result
- Add another app, for example also send it to Slack
- Combine it with other Pipedrive steps into one automation
Under the hood
The code that runs this automation
from datetime import date, timedelta
from clickruntime import on_trigger, credentials, http, ai, state, notify, report_fetched
API = "https://api.pipedrive.com"
@on_trigger
def run(event):
headers = {"Authorization": f"Bearer {credentials.connection('pipedrive', 'work')}"}
threads = http.get(f"{API}/v1/mailbox/mailThreads", headers=headers,
params={"folder": "inbox", "limit": 50}).json()["data"] or []
seen = state.get("seen") or {}
new = [t for t in threads if seen.get(str(t["id"])) != t["update_time"]]
report_fetched(len(new))
if not new:
return {"checked": 0}
for t in new:
msgs = http.get(f"{API}/v1/mailbox/mailThreads/{t['id']}/mailMessages", headers=headers).json()["data"] or []
latest = msgs[-1] if msgs else {}
if t.get("deal_id") and latest.get("snippet"):
label = ai.generate(latest["snippet"][:1500], max_output_tokens=5,
system="Does this email show interest in a meeting or call? Answer yes or no.").text.strip().lower()
if label.startswith("yes"):
http.post(f"{API}/api/v2/activities", headers=headers, json={
"subject": f"Call: {t['subject']}", "type": "call", "deal_id": t["deal_id"],
"due_date": (date.today() + timedelta(days=1)).isoformat()}).raise_for_status()
notify.email_me(f"Interested reply: {t['subject']}", latest["snippet"][:500])
seen[str(t["id"])] = t["update_time"]
state.set("seen", seen)
return {"checked": len(new)}FAQ
Common questions
Which emails does it look at?
What if the AI misreads a reply?
Can it create a deal stage move as well?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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