THE USEFUL RESULT
One tracked inquiry with a draft response and an explicit review state.
Before you start
- A supported inquiry form and test submission
- Approved service facts
- A reviewer and a destination tracker
Here’s the workflow
Define the trigger
Create a Zap for a supported new-submission event in your form app. Use a sample inquiry with a stable submission ID, not a real customer record.
Check the record
Stop on missing contact details, a duplicate submission ID, opt-out, or a manual hold. Keep a processed-ID record; a generic AI response is not a deduplication strategy.
Draft from approved facts
Use an available AI action with the inquiry and your approved service information. Keep prices, availability, and promises out unless explicitly supplied.
Add a real pause
Use Human in the Loop Request Approval where your plan supports it. Otherwise stop at a draft-only destination and have a person finish manually. Sending a notification alone is not an approval gate.
Recheck before action
For a later send step, verify the recipient, approved draft version, and current reply or closure status. An old approval does not authorize a changed draft.
Test and watch
Try duplicate events, malformed addresses, opt-outs, rejected requests, and a reply arriving while approval is pending. Enable only after those cases behave as intended.
MAKE THIS PROMPT YOURS
Draft a helpful reply to this legitimate inbound inquiry: [inquiry]. Approved service facts: [facts]. Do not invent prices, urgency, results, or availability. Include one clear next question. Mark missing information. Return recipient_for_review, draft, and facts_to_verify. Do not send or change any contact record.
Replace the bracketed context with approved information. Prompt wording is not a security boundary.Check before you rely on it
- A duplicate event is rejected.
- Approval is tied to the exact response.
- Reply, closure, and opt-out stop later follow-up.
When it does not work
Store the inquiry and draft in a tracker and send manually after checking the latest thread.
Only automate more when it helps
Add bounded reminders only after reply detection and stop rules work. Do not convert this into unsolicited bulk outreach.