AI Scoring, Personalized Email Creation and Outreach
Overview
This comprehensive automation flow helps you scale your outreach to potential customers through intelligent personalized email campaigns. The system combines web scraping, AI-powered lead scoring, and automated email sequences to maximize your conversion rates.
Key Features
- Intelligent Website Analysis with automated scraping
- AI-Powered Lead Scoring for prioritization
- Personalized Email Generation using AI
- Automated Email Outreach with tracking
- Real-time Event Monitoring via Brevo webhooks
- Centralized Data Management with NocoDB
System Architecture
The workflow integrates multiple platforms to create a seamless lead generation pipeline:
- NocoDB - Central database and CRM
- Crawl4AI - Website content analysis
- OpenAI - Lead scoring and email personalization
- Brevo - Email delivery and tracking
Setup Requirements
Prerequisites
Before starting, ensure you have accounts for the following services:
- NocoDB (Database & CRM)
- Apify (Web scraping platform)
- OpenAI (AI processing)
- Brevo (Email delivery service)
💡 Pro Tip: For advanced users, consider self-hosting NocoDB and Crawl4AI to significantly reduce operational costs.
Step-by-Step Setup
1. NocoDB Database Configuration
Create Your NocoDB Account
- Sign up at nocodb.com
- Create a new workspace
- Set up your first base (database)
Database Schema Setup
Create a new table with the following field structure:
| Field Name | Field Type | Configuration |
|---|
first_name | Single Line Text | - |
last_name | Single Line Text | - |
email | Email | - |
headline | Single Line Text | - |
linkedin_url | URL | - |
industry | Single Line Text | - |
organization_name | Single Line Text | - |
organization_website | URL | - |
organization_size | Number | - |
organization_linkedin_url | URL | - |
organization_facebook_url | URL | - |
market_cap | Single Line Text | - |
job_title | Single Line Text | - |
country | Single Line Text | - |
city | Single Line Text | - |
lead_status | Single Select | Options: entered(make it default!), processed, email_created, contacted, trash, failed_to_process, opened_email, warm |
website_summary | Long Text | - |
score | Number | Default: 0 |
organization_description | Long Text | - |
primary_phone | Phone Number | - |
keywords | Single Line Text | - |
email_subject | Single Line Text | - |
email_body | Long Text | - |
email_opened_times | Number | Default: 0 |
personal_email | Single Line Text | - |
2. External Service Setup
Apify Configuration
- Create account at apify.com
- Navigate to Settings → API tokens
- Generate new API token
- Save token securely for automation setup
OpenAI API Setup
- Visit platform.openai.com
- Go to API Keys section
- Create new secret key
- Store API key securely
- Ensure billing is configured for API usage
Brevo Email Service
- Sign up at brevo.com
- Complete account verification
- Navigate to SMTP & API settings
- Generate API key for integration
- Configure sender authentication (SPF/DKIM)
Workflow Process
Phase 1: Lead Discovery & Data Collection
- Data Import - Populate NocoDB with lead information
- Status Update - Mark leads as
entered
Phase 2: Website Analysis & Lead Scoring
- Website Scraping - Analyze company websites using Crawl4AI
- Content Processing - Extract key business information
- AI Scoring - Evaluate lead quality using OpenAI
- Database Update - Store analysis results and scores
Phase 3: Email Personalization & Outreach
- Content Generation - Create personalized email content
- Email Preparation - Format messages for delivery
- Automated Sending - Deploy via Brevo
- Status Tracking - Monitor delivery and engagement
Phase 4: Performance Monitoring
- Webhook Processing - Capture Brevo email events
- Engagement Tracking - Update open/click metrics
- Lead Qualification - Adjust lead status based on engagement
- Pipeline Management - Maintain lead progression
Lead Status Workflow
entered → processed → email_created → contacted → opened_email → warm
↓
failed_to_process / trash (for low-quality leads)
Status Definitions
- entered : Initial lead data captured
- processed : Website analyzed and scored
- email_created : Personalized email generated
- contacted : Email successfully sent
- opened_email : Recipient opened the email
- warm : High engagement, ready for follow-up
- failed_to_process : Technical issues during processing
- trash : Low-quality lead, removed from active pipeline
Best Practices
Data Quality
- Regularly clean and deduplicate your lead database
- Monitor lead scores to refine your targeting criteria
- Archive or remove inactive leads to maintain performance
Email Deliverability
- Warm up your sending domain before high-volume campaigns
- Monitor bounce rates and adjust list quality
- Implement proper SPF, DKIM, and DMARC records
Compliance
- Ensure GDPR/CAN-SPAM compliance in all communications
- Provide clear unsubscribe mechanisms
- Respect recipient preferences and opt-outs
Performance Optimization
- A/B test email subject lines and content
- Analyze open rates and adjust sending times
- Segment leads based on engagement levels for targeted follow-up
Next Steps
Once your setup is complete, you'll have a powerful, automated lead generation system that can:
- Process hundreds of leads simultaneously
- Provide intelligent lead prioritization
- Generate personalized outreach at scale
- Track and optimize campaign performance
Ready to transform your lead generation process? Start with the NocoDB setup and work through each integration step by step.
