Automated Email Blast with Follow-Ups & Response Tracking

This n8n workflow automates email blasts with follow-ups and response tracking by reading contact data from a Google Sheet daily, looping through contacts to send personalized emails based on follow-up stages via Gmail, updating the sheet with status changes, and monitoring replies for logging.

Why Use It

This workflow streamlines email marketing campaigns by automating personalized email distribution, managing follow-up sequences, and tracking responses without manual intervention, saving time, improving engagement, and providing actionable insights into contact interactions.

How to Import It

1. Download the Workflow JSON : Obtain the workflow file from the n8n template or create it based on this document.
2. Import into n8n : In your n8n instance, go to "Workflows," click the three dots, select "Import from File," and upload the JSON.
3. Configure Credentials : Set up Gmail and Google Sheets credentials in n8n.
4. Run the Workflow : Activate the scheduled trigger and test with a sample Google Sheet.

System Architecture

• Email Blast Pipeline :
  • Daily Trigger - 9 AM : Initiates the workflow daily at 9 AM via Cron.
  • Read Contact Data from Google Sheet : Fetches contact details from the sheet.
  • Loop Through Contacts : Processes each contact individually.
  • Determine Follow-Up Stage : Identifies the current stage for each contact.
  • Send Main/Follow-Up Email : Delivers the appropriate email via Gmail.
  • Update Sheet Status : Updates the Google Sheet with the latest status.
• Response Tracking Flow :
  • Check Gmail for Replies : Monitors Gmail for email responses.
  • Log Responses : Records responses in the Google Sheet.

Google Sheet File Structure

• Sheet Name : EmailCampaign
• Range : A1:F10 (or adjust based on needs)

• Columns :
  • name: Contact’s full name.
  • email: Contact’s email address for sending emails.
  • stage: Current follow-up stage (e.g., Initial, Follow-Up 1, Follow-Up 2).
  • last_email_date: Date of the last email sent.
  • status: Current status (e.g., Pending, Sent, Replied).
  • response: Logged response from the contact (updated after reply detection).

Customization Ideas

• Adjust Schedule : Change the Cron trigger to hourly or weekly based on campaign needs.
• Add Email Templates : Customize email content for different stages or audiences.
• Incorporate SMS : Add WhatsApp or SMS follow-ups using additional nodes.
• Enhance Tracking : Integrate a dashboard (e.g., Google Data Studio) for real-time campaign analytics.
• Automate Segmentation : Add logic to segment contacts by industry or interest for targeted emails.

Requirements to Run This Workflow

• Google Sheets Account : For storing and managing contact data and responses.
• Gmail Account : For sending emails and checking replies (requires IMAP enabled).
• n8n Instance : With Google Sheets and Gmail connectors configured.
• Cron Service : For scheduling the daily trigger.
• Internet Connection : To access Google Sheets and Gmail APIs.
• API Credentials : Gmail OAuth2 and Google Sheets API credentials set up in n8n.

Notes

• Ensure the Google Sheet is shared with the n8n service account or has appropriate permissions.
• Test the workflow with a small contact list to verify email delivery and response logging.
• Adjust the stage logic in the "Determine Follow-Up Stage" node to match your campaign structure.