CRM Lead Notification Auto-Response Email Agent

What This Agent Does

This Lead Management & Notification Workflow automatically captures incoming leads through a webhook, cleans and validates their data, and instantly sends personalized notifications to both your team and the prospective client. It's a complete lead intake system that eliminates manual data entry and ensures no opportunity falls through the cracks.

Key benefits include:

• Instant lead capture without manual intervention
• Automatic data validation that catches errors before they reach your team
• Personalized communications with professional HTML-formatted emails
• Time savings of 5-10 minutes per lead (multiply that across dozens of daily leads!)
• Consistent follow-up ensuring every prospect receives immediate acknowledgment
• Centralized team notifications keeping everyone informed in real-time

This workflow is perfect for SaaS companies, agencies, consulting firms, and any business receiving inbound leads through web forms, landing pages, or third-party lead generation platforms.

Who Is It For

This agent is ideal for:

• Sales teams managing high volumes of inbound leads
• Marketing departments needing automated lead acknowledgment
• Service-based businesses (agencies, consultants, coaches) requiring immediate client communication
• E-commerce and B2B companies capturing customer inquiries
• Organizations using lead generation tools (Unbounce, Leadpages, Zapier, etc.) that need intelligent processing

Whether you're a startup handling your first 10 leads daily or an enterprise processing hundreds, this workflow scales to your needs.

Required Integrations

Email Integration

Why it's needed: Email is the backbone of this workflow. It powers both team notifications and client thank-you messages, ensuring immediate communication with leads and internal stakeholders.

Setup steps:

1. Access your email provider's settings (Gmail, Outlook, SendGrid, Mailgun, etc.)
2. Generate authentication credentials:
   • For Gmail: Enable "Less secure app access" or create an App Password
   • For Outlook: Generate an App Password in security settings
   • For SendGrid/Mailgun: Create an API key in your dashboard
3. Navigate to TaskAGI's Integration Hub (Settings → Integrations)
4. Select "Email" from available integrations
5. Choose your email provider from the dropdown menu
6. Enter your credentials:
   • Email address: your-email@company.com
   • API key or password: Paste your generated credentials
   • SMTP server (if applicable): smtp.gmail.com or your provider's server
7. Test the connection by clicking "Verify Integration"
8. Save and activate the integration

How to obtain API keys/credentials:

• Gmail: Visit myaccount.google.com/apppasswords
• Outlook: Go to account.microsoft.com/security
• SendGrid: Log in and navigate to Settings → API Keys
• Mailgun: Access your dashboard and find API Keys under Account Settings

Configuration in TaskAGI:

Once integrated, your email service becomes available throughout the workflow. You'll reference it in the "Send Team Notification" and "Send Client Thank You" nodes using the integration's connection ID.

Configuration Steps

Step 1: Define Your Workflow Purpose (Information Nodes)

These three nodes are documentation nodes that help you and your team understand the workflow's purpose.

Node 1: Agent Name Options

• Enter a descriptive name: Lead Capture & Auto-Response System
• Add alternative names for reference: Inbound Lead Handler, Lead Intake Automation
• Purpose: Makes the workflow easily identifiable in your TaskAGI dashboard

Node 2: Category & Industry

• Category: Select Sales & Marketing or Lead Management
• Industry: Choose your industry (e.g., SaaS, Professional Services, E-commerce)
• Purpose: Helps organize workflows and enables industry-specific templates

Node 3: Workflow Overview

• Write a brief description: Automatically processes incoming leads, validates data, and sends personalized emails to both team and prospects
• Add any special notes about your lead sources or requirements
• Purpose: Provides context for team members reviewing the workflow

Step 2: Configure the Webhook Trigger (Node 4)

This is where leads enter your system.

Configuration:

1. Click on the "Lead Webhook" node
2. Copy the webhook URL displayed in the node configuration panel
3. Integrate with your lead source:
   • Paste this URL into your form platform (Typeform, Unbounce, HubSpot, etc.)
   • Configure the platform to send lead data as JSON POST requests
4. Define expected data fields in the webhook:
   • first_name (text)
   • last_name (text)
   • email (email format)
   • company (text)
   • phone (text, optional)
   • message (text, optional)

Example webhook payload:

{
  "first_name": "Sarah",
  "last_name": "Johnson",
  "email": "sarah@example.com",
  "company": "Tech Innovations Inc",
  "phone": "+1-555-0123",
  "message": "Interested in your enterprise plan"
}

Step 3: Clean Lead Data (Node 5)

This function validates and standardizes incoming data.

Configuration:

1. Map incoming fields from the webhook to this node
2. Set validation rules:
   • Email must be valid format
   • First and last names required (non-empty)
   • Company name optional but recommended
3. Add data cleaning operations:
   • Trim whitespace from all text fields
   • Convert names to proper case: john doe → John Doe
   • Standardize phone number format
4. Handle errors gracefully by setting default values for optional fields

Output: Clean, validated lead data passed to subsequent nodes

Step 4: Configure Team Email Settings (Node 6)

This node stores your team's email configuration.

Configuration:

1. Enter team email address: sales@yourcompany.com or leads@yourcompany.com
2. Add team member emails (comma-separated if multiple recipients):

   sarah@company.com, mike@company.com, alex@company.com
   

3. Set a team identifier for personalization: Sales Team
4. Optional: Add team phone number or support URL for inclusion in emails

Data structure:

team_email: sales@yourcompany.com
team_name: Sales Team
support_url: https://company.com/support

Step 5: Configure Company Settings (Node 7)

This node stores your company's branding and contact information.

Configuration:

1. Company name: Your Company Name
2. Company website: https://yourcompany.com
3. Company logo URL: https://yourcompany.com/logo.png
4. Support email: support@yourcompany.com
5. Phone number: +1-555-0100
6. Social media links (optional):
   • LinkedIn: https://linkedin.com/company/yourcompany
   • Twitter: https://twitter.com/yourcompany

Step 6: Generate Team Email HTML (Node 8)

This function creates a professional HTML email for your team.

Configuration:

1. Select template style: Modern, Classic, or Minimal
2. Include these sections:
   • Lead name and contact information
   • Company name
   • Lead message/inquiry
   • Timestamp of submission
   • Direct action button: "View Lead Details"
3. Customize colors to match your brand
4. Add footer with workflow information

Template variables available:

• [[nodes.5.first_name]] - Lead's first name
• [[nodes.5.email]] - Lead's email address
• [[nodes.5.company]] - Lead's company
• [[nodes.7.team_name]] - Your team name

Step 7: Generate Client Thank You HTML (Node 9)

This function creates a personalized thank-you email for the prospect.

Configuration:

1. Select template style (should complement team email)
2. Include these sections:
   • Personalized greeting: "Hi [First Name]"
   • Thank you message acknowledging their interest
   • What happens next (e.g., "Our team will contact you within 24 hours")
   • Company information and value proposition
   • Call-to-action button: "Learn More" or "Schedule Demo"
   • Footer with contact information
3. Set tone: Professional yet warm and welcoming
4. Add company branding (logo, colors, fonts)

Template variables available:

• [[nodes.5.first_name]] - Personalize greeting
• [[nodes.7.company_name]] - Your company name
• [[nodes.7.website]] - Link to your website

Step 8: Send Team Notification (Node 10)

This node delivers the team email.

Configuration:

1. To: [[nodes.6.team_email]] (references team email from Node 6)
2. Subject: New Lead [[nodes.5.id]] - [[nodes.5.first_name]] [[nodes.5.last_name]]
   • Example output: New Lead #12345 - Sarah Johnson
3. Body: [[nodes.8.team_html]] (references HTML from Node 8)
4. From: Select your configured email integration
5. Priority: Set to "High" so team sees it immediately
6. Enable read receipts (optional) to track team engagement

Step 9: Send Client Thank You (Node 11)

This node delivers the thank-you email to the prospect.

Configuration:

1. To: [[nodes.5.email_from]] (the lead's email address)
2. Subject: Thank you for showing interest — our team will be in touch soon
3. Body: [[nodes.9.client_html]] (references HTML from Node 9)
4. From: noreply@yourcompany.com or support@yourcompany.com
5. Reply-To: sales@yourcompany.com (so prospects can reply to your team)
6. Enable tracking (optional) to see if prospect opens the email

Testing Your Agent

Test Execution Steps

1. Prepare test data: Create a test lead with realistic information:

{
  "first_name": "Test",
  "last_name": "User",
  "email": "your-test-email@gmail.com",
  "company": "Test Company",
  "phone": "+1-555-9999",
  "message": "Testing the workflow"
}

2. Run a test execution:

• Click the "Test" button in the workflow editor
• Paste your test JSON into the webhook payload field
• Click "Execute Test"

3. Monitor execution in real-time:

• Watch the workflow progress through each node
• Check for any error messages or warnings
• Verify data transformation at each step

What to Verify at Each Step

Expected Results and Success Indicators

✅ Successful workflow execution shows:

• All 11 nodes complete without errors
• Team email arrives with subject: New Lead #[ID] - Test User
• Client email arrives with subject: Thank you for showing interest...
• Both emails contain properly formatted HTML with your branding
• Lead data is clean and properly formatted
• Timestamps show execution completed in under 5 seconds

✅ Email content verification:

• Team email includes: Lead name, email, company, message, timestamp
• Client email includes: Personalized greeting, thank-you message, next steps, company branding
• Both emails have clickable buttons and proper formatting
• No placeholder text like [[nodes.5.first_name]] appears in final emails

✅ Integration verification:

• Email integration shows "Connected" status
• No authentication errors in execution logs
• Emails sent from correct "From" address

Troubleshooting common issues:

• Emails not arriving: Check email integration credentials and spam folder
• Placeholder text in emails: Verify node references use correct syntax [[nodes.X.field]]
• Data validation errors: Ensure webhook payload matches defined field types
• HTML rendering issues: Test email templates in different email clients

Once all tests pass, your workflow is ready for production! Enable it and watch as leads flow through your system automatically.