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Every 30 minutes

Draft personal emails for new monday.com leads

New leads on your monday.com board get a personalised outreach email drafted in Gmail, ready for you to review and send.

Runs
Every 30 minutes
Apps
Gmail, monday.com
AI
Yes, uses the built-in AI allowance
Access
boards:read/write; gmail.compose

Send this to your assistant

Create a ClickRuntime automation: every 30 minutes, find new leads on my monday.com Leads board, write a short personal intro email for each based on their company and notes, save it as a Gmail draft, and set the lead's status to Drafted.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

Speed matters with new leads, but so does a personal first message. Sales people end up choosing between a quick template that gets ignored and a careful email written hours later.

Drafting a personal email from the lead's details as soon as they land on the board gives you both. You open Gmail, check the draft, and send it in a minute.

What you get out of it

  • Faster first contact

    A draft is waiting within half an hour of the lead arriving, so replies go out while interest is high.

  • Personal, not a template

    Each draft uses the lead's company and notes, which gets more replies than generic outreach.

  • You still press send

    Drafts wait in Gmail for your review, so nothing goes out that you have not read.

  • The board stays up to date

    The lead's status changes to Drafted, so the team knows who has been handled.

How it works

What happens, step by step

  1. Every 30 minutes ClickRuntime checks your monday.com board for leads with the status New.

  2. AI writes a short personal email for each, using their name, company and notes.

  3. The email is saved as a draft in your Gmail.

  4. The lead's status is changed to Drafted, so it is not picked up again.

Before it runs live

  • Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
  • Connect monday.com

What you get

RunsEvery 30 minutes
Draft personal emails for new monday.com leadstoday, 9:00Succeeded
Gmail · DraftsQuick idea for Acme Logistics "Hi Dana, I saw Acme is opening a second warehouse – congratulations. We help teams like yours…"

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • 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 Gmail and monday.com steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
draft_personalised_emails_for_new_monday_com_leads.pyexample
import base64, json
from email.message import EmailMessage
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, report_fetched, credentials, http, ai

BOARD = 1234567890
ITEMS = """query ($board: [ID!]) { boards(ids: $board) { items_page(limit: 200) { items {
  id name url column_values { id text } } } } }"""
def monday(query, **variables):
    resp = http.post("https://api.monday.com/v2", json={"query": query, "variables": variables},
                     headers={"Authorization": credentials.secret("MONDAY_API_TOKEN"), "API-Version": "2024-10"})
    resp.raise_for_status()
    return resp.json()["data"]

@on_trigger
def run(event):
    items = monday(ITEMS, board=[BOARD])["boards"][0]["items_page"]["items"]
    leads = [(i, {c["id"]: c["text"] for c in i["column_values"]}) for i in items]
    leads = [(i, c) for i, c in leads if c.get("status") == "New" and c.get("email")]
    report_fetched(len(leads))
    if not leads:
        return {"drafted": 0}
    gmail = build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
    for item, c in leads:
        body = ai.generate(f"Lead: {item['name']}, company {c.get('company')}, notes: {c.get('notes', '')[:800]}", max_output_tokens=300,
                           system="Write a friendly 80-word intro email from Northwind Studio suggesting a 15-minute call. No subject line.").text
        msg = EmailMessage()
        msg["To"], msg["Subject"] = c["email"], f"Quick idea for {c.get('company') or item['name']}"
        msg.set_content(body)
        gmail.users().drafts().create(userId="me", body={"message": {"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}}).execute()
        monday("mutation ($b: ID!, $i: ID!, $v: JSON!) { change_column_value(board_id: $b, item_id: $i, column_id: \"status\", value: $v) { id } }",
               b=BOARD, i=item["id"], v=json.dumps({"label": "Drafted"}))
    return {"drafted": len(leads)}

FAQ

Common questions

Which leads get a draft?
Items with the status New. Once drafted, the status changes so the lead is not drafted again.
Can I set the tone and signature?
Yes. Describe your tone and include your signature in the prompt.
Does it send emails automatically?
No. Emails are saved as drafts in your Gmail.
What permissions does it need?
boards:read/write; gmail.compose. Nothing else in your accounts is used.
Does it need AI?
Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly AI allowance.
How many runs does it use?
One run each time it checks. Checks that find nothing new and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Draft personal emails for new monday.com leads” from your assistant

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