Automated Backlink Outreach AI Agent

What This Agent Does

This powerful automation workflow streamlines the process of collecting information from web forms and managing responses through email communication. The agent reads contact information from a Google Sheet, intelligently fills out web forms using AI-powered browser automation, sends follow-up emails via Outlook, and updates your spreadsheet with the results—all without manual intervention.

Key benefits include:

• Save 5-10 hours per week by automating repetitive form filling and data entry tasks
• Eliminate human error with consistent, accurate form submissions every time
• Scale your outreach efforts by processing dozens or hundreds of contacts automatically
• Maintain organized records with automatic status updates in your tracking spreadsheet

This workflow is perfect for sales teams conducting outreach campaigns, recruiters gathering candidate information, researchers collecting survey responses, or any professional who needs to systematically submit forms and track responses across multiple contacts.

Required Integrations

Google Sheets Integration

Google Sheets serves as your central database for this workflow, storing contact information, tracking submission status, and recording results from your automation efforts.

Setup Steps:

1. Access the Integration Panel - Navigate to Settings > Integrations in your TaskAGI dashboard
2. Select Google Sheets - Click "Add Integration" and choose Google Sheets from the list
3. Authenticate Your Account - Click "Connect to Google" and sign in with your Google account
4. Grant Permissions - Authorize TaskAGI to read and write to your Google Sheets (the workflow needs both read and write access)
5. Name Your Connection - Give your integration a memorable name like "Main Google Account"
6. Test the Connection - Click "Test" to verify the integration is working properly

Important: Ensure the Google account you connect has edit access to the spreadsheet you'll be using. The workflow requires permissions to read contact data and update cells with status information.

Outlook Integration

The Outlook integration enables your agent to send personalized follow-up emails automatically after form submissions, keeping your contacts informed and engaged.

Setup Steps:

1. Navigate to Integrations - Go to Settings > Integrations in TaskAGI
2. Add Outlook - Click "Add Integration" and select Microsoft Outlook
3. Microsoft Authentication - Sign in with your Microsoft 365 or Outlook.com account
4. Authorize Access - Grant TaskAGI permission to send emails on your behalf
5. Configure Sender Settings - Verify your default "From" address is correct
6. Test Email Sending - Send a test email to yourself to confirm functionality

Pro Tip: If you're using a work email, check with your IT department first to ensure third-party integrations are permitted on your organization's Microsoft 365 tenant.

Browser Automation Integration

This AI-powered integration is the heart of your workflow, intelligently navigating websites and filling out forms based on natural language instructions.

Setup Steps:

1. Enable Browser Automation - Go to Settings > Integrations and locate Browser Automation
2. Activate the Service - Click "Enable" (this integration typically doesn't require separate authentication)
3. Configure AI Model - Select your preferred AI model (GPT-4 recommended for best accuracy)
4. Set Timeout Preferences - Adjust the maximum wait time for page loads (default: 60 seconds)
5. Review Usage Limits - Check your plan's browser automation credits to ensure sufficient capacity

Note: Browser automation consumes AI credits based on task complexity. Monitor your usage in the first few runs to estimate monthly requirements.

Configuration Steps

Step 1: Configure the Get Sheet from URL Node

This initial node retrieves all data from your Google Sheet to begin processing.

Configuration:

• sheet_url: Paste your complete Google Sheets URL (e.g., https://docs.google.com/spreadsheets/d/1aUnVPXTvmO...)
• sheet_name: Specify the exact tab name (e.g., "Contacts" or "Sheet1")
• range (optional): Leave blank to fetch all data, or specify a range like "A1:E100"

Data Structure: Ensure your spreadsheet includes columns for email addresses, names, form URLs, and status tracking. The first row should contain headers.

Step 2: Set Up the Loop Node

The Loop node iterates through each row from your spreadsheet, processing contacts one at a time.

Configuration:

• items: Set to [[nodes.2747.rows]] to reference the rows from your Get Sheet node
• mode: Select "Sequential" to process contacts in order
• error_handling: Choose "Continue on Error" to prevent one failed contact from stopping the entire workflow

This creates a variable [[nodes.2748.result]] containing the current row's data for each iteration.

Step 3: Configure the If Condition Node

This decision node checks whether each contact should be processed based on specific criteria (e.g., status column is empty or equals "Pending").

Configuration:

• condition: Set up your logic, such as [[nodes.2748.result.5]] equals "" (checking if status column is empty)
• operator: Choose from equals, contains, is empty, etc.
• true_path: Connects to the Perform Web Task node
• false_path: Connects to the alternative Search in Sheet node (for already-processed contacts)

Example Condition: [[nodes.2748.result.4]] != "Completed" ensures you only process contacts not marked as completed.

Step 4: Set Up Perform Web Task (AI) Node

This is where the magic happens—AI navigates to the form and fills it out automatically.

Configuration:

• prompt: Write clear instructions like: "Fill the form and submit. Ask if they're accepting new clients. Use the following information: Name: [[nodes.2748.result.0]], Email: [[nodes.2748.result.1]], Company: [[nodes.2748.result.2]]"
• url: Reference the form URL from your spreadsheet: [[nodes.2748.result.3]]
• wait_for_completion: Enable this to ensure the form submits before proceeding
• screenshot: Enable to capture proof of submission

Best Practices: Be specific in your prompt about which fields to fill and what information to use. The AI performs better with detailed instructions.

Step 5: Configure Send Email Node

After successful form submission, this node sends a confirmation or follow-up email.

Configuration:

• to: [[nodes.2748.result.2]] (references the email column from your sheet)
• subject: "Testing email" (customize this to something meaningful like "Form Submission Confirmation")
• body: Craft your message, using variables like "Hi [[nodes.2748.result.0]], your form has been submitted successfully..."
• from: Uses your default Outlook sender address

Personalization Tip: Include merge fields from your spreadsheet to make each email unique and relevant.

Step 6: Configure Search in Sheet Nodes

Two Search in Sheet nodes locate the correct row to update after processing.

Configuration for Both:

• sheet_url: Same URL as your initial Get Sheet node
• search_column: The column containing unique identifiers (e.g., email addresses)
• search_value: [[nodes.2748.result.1]] to find the current contact's row
• return_row_number: Enable this to get the row position for updating

Step 7: Set Up Update Cell Nodes

These nodes write the results back to your spreadsheet, marking contacts as processed.

Configuration:

• sheet_url: Your Google Sheets URL
• row: [[nodes.2784.row_number]] or [[nodes.2786.row_number]] from the Search nodes
• column: The status column (e.g., "E" or "5")
• value: "Completed" or "Processed" or [[nodes.2750.result]] to store the AI's response

Status Tracking: Consider using different values like "Success", "Failed", or "Pending Review" for more granular tracking.

Testing Your Agent

Initial Test Run

1. Prepare Test Data - Create a copy of your spreadsheet with 2-3 test contacts using dummy information
2. Start Small - Run the workflow with just one contact first by limiting your sheet to a single row
3. Monitor Execution - Watch the workflow progress in real-time through the TaskAGI execution panel
4. Check Each Step - Verify that data flows correctly from node to node

Verification Checklist

After the first test run, confirm:

• ✅ The Get Sheet node successfully retrieved your spreadsheet data
• ✅ The Loop node processed the correct number of contacts
• ✅ The If Condition correctly identified which contacts to process
• ✅ The Browser Automation node navigated to the form and filled it accurately
• ✅ The email was sent with correct recipient and content
• ✅ The spreadsheet was updated with the correct status

Success Indicators

You'll know everything is working when:

• Your test contact's status changes to "Completed" in the spreadsheet
• You receive the test email in the specified inbox
• The browser automation node shows "Success" status with a screenshot of the submitted form
• No error messages appear in the execution log

Review the execution log for timing information—this helps you estimate how long full-scale runs will take.

Troubleshooting

Common Configuration Issues

Problem: "Sheet not found" error

• Cause: Incorrect sheet URL or the connected Google account lacks access
• Solution: Verify the URL is complete and correct. Check sharing settings on your Google Sheet to ensure the connected account has edit permissions

Problem: Browser automation times out

• Cause: The form takes too long to load or the AI can't locate form fields
• Solution: Increase the timeout setting to 90-120 seconds. Simplify your prompt and ensure the form URL is direct (not behind a login). Test the form URL manually to confirm it loads quickly

Problem: Email not sending

• Cause: Invalid email address format or Outlook integration disconnected
• Solution: Verify email addresses in your spreadsheet are properly formatted. Reconnect your Outlook integration in Settings > Integrations

Problem: Wrong cells being updated

• Cause: Search in Sheet node not finding the correct row
• Solution: Ensure your search column contains unique values (like email addresses). Check that the search_value reference matches the column format exactly

Error Message Explanations

"Rate limit exceeded" - You're making too many requests too quickly. Add a delay between loop iterations (2-5 seconds recommended) or reduce batch size.

"Authentication failed" - Your integration token has expired. Reconnect the affected integration through Settings > Integrations.

"Invalid reference" - A node reference like [[nodes.XXXX.result]] is pointing to a non-existent node or field. Double-check your node IDs and available output fields.

Solutions for Typical Problems

Forms not filling correctly: Make your AI prompt more specific. Instead of "fill the form," try "Enter [[nodes.2748.result.0]] in the 'Full Name' field, enter [[nodes.2748.result.1]] in the 'Email Address' field, then click the blue 'Submit' button."

Duplicate processing: Add a more robust If Condition that checks multiple criteria, such as status being empty AND submission date being blank.

Slow execution: Process contacts in smaller batches by filtering your Google Sheet, or add parallel processing if your plan supports it.

Next Steps

After Successful Setup

Congratulations! Your automation is now running. Here's what to do next:

1. Scale Gradually - Start with 10-20 contacts per run, then increase as you gain confidence
2. Monitor Results - Check your spreadsheet daily for the first week to catch any issues early
3. Refine Your Prompts - Based on results, adjust your AI instructions for better accuracy
4. Set Up Scheduling - Configure the workflow to run automatically daily or weekly

Optimization Suggestions

Improve efficiency with these enhancements:

• Add error notifications - Configure an email alert when the workflow encounters errors
• Implement retry logic - Add a second attempt for failed form submissions
• Create detailed logging - Update your spreadsheet with timestamps and error messages for better tracking
• Segment your contacts - Use multiple If Conditions to handle different form types or contact categories

Advanced Usage Tips

Take your automation further:

• Multi-form support - Modify the workflow to handle different form URLs with conditional logic
• Response extraction - Configure the browser automation to capture confirmation messages or reference numbers
• Follow-up sequences - Add additional email nodes for multi-touch campaigns
• Data enrichment - Integrate with other services to append additional information before form submission

Pro Tip: Create a duplicate workflow for testing changes before applying them to your production automation. This prevents disruptions to your active processes.

Your automation is now ready to save you countless hours while maintaining consistent, professional outreach. As you become more comfortable, explore TaskAGI's advanced features to create even more sophisticated workflows!