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.
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
Every 30 minutes ClickRuntime checks your monday.com board for leads with the status New.
AI writes a short personal email for each, using their name, company and notes.
The email is saved as a draft in your Gmail.
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
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 Gmail and monday.com steps into one automation
Under the hood
The code that runs this automation
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?
Can I set the tone and signature?
Does it send emails automatically?
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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