Automate Email Scanning & Follow-Ups to Keep Leads From Falling Through the Cracks
Your inbox isn't supposed to be a trap. Yet for most of us, it feels like one—threads piling up, questions slipping through, follow-ups forgotten. What if instead of chasing, you let marketbetter do the heavy lifting? Connect your Gmail or Outlook once, and from then on it scans, spots the conversations that need you, and drafts the replies in your voice.
On this page
The workflow
Best Practices
Playbook Overview
01. When should you run this playbook?
- When you're drowning in threads and can't afford to miss another reply
- When manual triage steals hours you should be spending on customers or deals
- When a stalled conversation could mean lost revenue
- When you'd rather spend your energy making decisions, not typing boilerplate
02. Used by following teams
Time Savings Impact
< 1hr
Setup time
under an hour to set up
95%
Less manual triage
once it's running
100%
Auto-drafted replies
with context from your own threads
The workflow
Connect Gmail or Outlook
First things first: hook up your email. Without it, nothing moves.
Email Connection
Once connected, marketbetter can read your inbox and sent items securely, ready to scan for signals you'd otherwise miss.
Choose the Template
Go into Ready-to-Use Templates and pick "Automatic Email Scanning & Responding."
Create or Select Your Audience
Every workflow needs an audience to run against.
📧 Audience Options
Configure the Workflow
Give it a name and a quick description.
AI Workflow Assistant Kicks In
Here's where it gets fun. The moment you land on the builder, marketbetter's AI Workflow Assistant jumps in.
🤖 Auto-Scaffolding
Email Scan Node
This is where marketbetter digs into your inbox and sent folders to catch threads that need attention.
AI Follow-up Agent Node
As soon as the scan finds the right threads, they're passed directly into your Email Follow-up Agent.
Agent Defaults
The defaults are already covered: local timezone, short professional style, and enough context to write a clean reply. You don't have to touch a thing.
Customize the Agent (Optional)
There's room to go deeper if you like.
🎛️ Customization Options
Expand with Additional Nodes (Optional)
You're not limited to scan + reply. You can extend the workflow with more building blocks.
🔗 Additional Integrations
Test the Workflow
Before going live, hit Test Workflow.
Test Mode
It runs on sample data—no emails sent, no records updated. You'll see which threads are flagged and what kind of replies the agent drafts.
Start the Workflow
Ready? Toggle it ON and press Start Workflow.
Monitor Results
Flip to the Results tab. This is your scoreboard.
📊 Results Dashboard
Success Strategies
• Start small: scan 10–20 threads first, check the replies, then scale up
• Drop in style examples: the AI learns faster when you show it your voice
• Use Slack or Teams alerts: it keeps your team aligned without inbox refreshes
• Never skip testing: it's the five-minute insurance policy against awkward mistakes
• Review weekly: tweak guidance, refine tone, get sharper results every run
Email Scanning Setup
Watch how to set up automated email scanning and follow-up drafting in under 20 minutes.
Ready to take the weight off your inbox?
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