{"id":1057,"date":"2025-01-02T16:45:40","date_gmt":"2025-01-02T15:45:40","guid":{"rendered":"https:\/\/konamiya.com\/?p=1057"},"modified":"2025-01-08T12:22:29","modified_gmt":"2025-01-08T11:22:29","slug":"how-we-simplified-email-drafting-in-clickup-using-make-com-and-appscript","status":"publish","type":"post","link":"https:\/\/konamiya.com\/en\/how-we-simplified-email-drafting-in-clickup-using-make-com-and-appscript\/","title":{"rendered":"How We Simplified Email Drafting in ClickUp Using Make.com and AppScript"},"content":{"rendered":"\n\n
\n \n
\n \n
\n
\n \n\n
<\/div>\n <\/div>\n
\n \n\n
<\/div>\n <\/div>\n
\n \n\n
<\/div>\n <\/div>\n
\n \n\n
<\/div>\n <\/div>\n
\n \n\n
<\/div>\n <\/div>\n <\/div>\n \n
\n
\n \n\n
<\/div>\n <\/div>\n
\n \n\n
<\/div>\n <\/div>\n
\n \n\n
<\/div>\n <\/div>\n
\n \n\n
<\/div>\n <\/div>\n
\n \n\n
<\/div>\n <\/div>\n <\/div>\n<\/div>\n \n\n
\n 5\/5 - (2 votes) <\/div>\n <\/div>\n\t\t
\n\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t\t
\n\t\t\t\t
\n\t\t\t\t\t\t\t\t\t

\u00a0<\/p>\n

\u00a0<\/p>\n

\u00a0<\/p>\n

When there’s a need, there’s a solution<\/strong><\/em>. Preferably a simple one<\/span>. This motto guides me whenever Hubert suggests new functionalities<\/strong> for our tools. Recently, we faced a challenge in one of our sales funnels<\/strong> where the high volume of emails required a more efficient flow. Hubert proposed a solution: automatically drafting emails<\/strong> to save time and streamline the process.<\/p>\n

From Problem to Vision: Designing a Scalable Workflow<\/h2>\n

Hearing this need, I immediately began brainstorming solutions. In moments like this, I focus on ideas that are:<\/p>\n

    \n
  1. Easy to implement and maintain<\/strong>,<\/li>\n
  2. Highly scalable<\/strong>,<\/li>\n
  3. Reliable<\/strong>.<\/li>\n<\/ol>\n

    While cost<\/strong> and execution time<\/strong> are important, they take a backseat to these priorities.<\/p>\n

    System Components: The Building Blocks of Automation<\/h3>\n

    To design the solution, I started by analyzing the components we had:<\/p>\n

      \n
    • Landing Page<\/strong><\/li>\n
    • Spreadsheet<\/strong> (serving as a database)<\/li>\n
    • AppScript<\/strong><\/li>\n
    • ClickUp CRM<\/strong><\/li>\n
    • Google Workspace<\/strong> (Gmail\/Email)<\/li>\n<\/ul>\n

      Defining the Interface and Action Flow<\/h3>\n

      The next question was: What will the interface look like, and how will this function be triggered?<\/strong><\/p>\n

      We didn\u2019t want to automatically generate drafts for all emails\u2014this would be unnecessary and problematic. On the other hand, we needed visibility into what happens and when<\/strong>.<\/p>\n

      With these considerations, I envisioned a system where:<\/p>\n

        \n
      • The action is triggered directly in ClickUp<\/strong> via predefined custom fields in the task template.<\/li>\n
      • A custom automation in ClickUp sends data to a webhook<\/strong> when the “CREATE EMAIL DRAFT” action is selected.<\/li>\n
      • The webhook triggers a Make.com scenario<\/strong> that processes the request.<\/li>\n<\/ul>\n
        \n

        The Workflow: Simplified and Powerful<\/h2>\n

        Step 1: ClickUp Triggers the Action<\/h3>\n
          \n
        • Using ClickUp’s custom fields<\/strong>, users can select the “CREATE EMAIL DRAFT” option in the task template.
          <\/li>\n<\/ul>\n

          Step 2: Clickup to Make.com(Webhook)<\/h3>\n

          The Clickup automation sends data to a Make.com scenario<\/strong>. Here, the entire logic of the functionality is defined.<\/p>\n

          <\/p>\n

          Assistant Generates the Draft<\/p>\n

          From Make.com, specific data is retrieved from the database<\/strong> and sent to the OpenAI assistant<\/strong>. Using a carefully crafted prompt and configuration<\/strong>, OpenAI generates:<\/p>\n

            \n
          • The email subject<\/strong><\/li>\n
          • The email body<\/strong><\/li>\n<\/ul>\n

            Step 3: Draft Creation and Status Update<\/h3>\n

            The generated draft is created in Gmail, and the task status is automatically updated in ClickUp to reflect the action.<\/p>\n

            <\/p>\n

            \n

            Why Make.com? Flexibility, Scalability, and Security<\/h2>\n

            One of the reasons we relied on Make.com<\/strong> for this solution is its flexibility.<\/p>\n

              \n
            • Adding or modifying steps is simple.<\/li>\n
            • Integration with other components (e.g., Google Workspace) is seamless.<\/li>\n
            • Maintenance is easier compared to hosting a conventional application on a private server or cloud service.<\/li>\n<\/ul>\n

              Security Advantages<\/h3>\n

              Make.com also simplifies security management:<\/p>\n

                \n
              • Webhooks<\/strong> can be restricted to specific IP addresses.<\/li>\n
              • You can add a unique token<\/strong> to every request, which is validated at the start of the scenario.<\/li>\n<\/ul>\n
                \n

                Continuous Data Synchronization with AppScript<\/h2>\n

                Another vital component of the system is AppScript<\/strong>, which monitors Gmail inboxes to ensure the database remains up-to-date. This ensures that email drafts always contain the latest information and agreements<\/strong> from all relevant sources.<\/p>\n

                \u00a0<\/p>\n

                Future Enhancements<\/h2>\n

                This solution is designed to be scalable. While this article focused on the email drafting workflow, future updates will dive deeper into how AppScript powers real-time data synchronization. Stay tuned! \ud83d\ude0a<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"

                Learn how we simplified email drafting in ClickUp using Make.com and AppScript, creating an efficient, scalable, and secure workflow. Discover how we integrated OpenAI for automatic draft generation and leveraged custom fields, webhooks, and real-time data synchronization to streamline sales funnel operations. Perfect for teams looking to optimize their processes with minimal maintenance and maximum impact!<\/p>\n","protected":false},"author":1,"featured_media":1200,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[22],"tags":[],"class_list":["post-1057","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-articles"],"blocksy_meta":[],"_links":{"self":[{"href":"https:\/\/konamiya.com\/en\/wp-json\/wp\/v2\/posts\/1057","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/konamiya.com\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/konamiya.com\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/konamiya.com\/en\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/konamiya.com\/en\/wp-json\/wp\/v2\/comments?post=1057"}],"version-history":[{"count":20,"href":"https:\/\/konamiya.com\/en\/wp-json\/wp\/v2\/posts\/1057\/revisions"}],"predecessor-version":[{"id":1298,"href":"https:\/\/konamiya.com\/en\/wp-json\/wp\/v2\/posts\/1057\/revisions\/1298"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/konamiya.com\/en\/wp-json\/wp\/v2\/media\/1200"}],"wp:attachment":[{"href":"https:\/\/konamiya.com\/en\/wp-json\/wp\/v2\/media?parent=1057"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/konamiya.com\/en\/wp-json\/wp\/v2\/categories?post=1057"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/konamiya.com\/en\/wp-json\/wp\/v2\/tags?post=1057"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}