> ## Documentation Index
> Fetch the complete documentation index at: https://docs.robosite.gr/llms.txt
> Use this file to discover all available pages before exploring further.
# Post-Call Email Automation
> Learn how to automatically send personalized emails to customers after AI phone calls
This tutorial shows how to set up an automation that sends personalized follow-up emails to customers after AI phone calls, with conditional logic based on call outcomes and personalized content.
## What You'll Learn
* Setting up post-call email automation with conditional triggers
* Configuring email templates with dynamic content from calls
* Mapping call data and variables to email content
* Creating different email flows based on call success
* Best practices for professional follow-up communication
## Prerequisites
* Configured AI assistant with post-call variables and email collection
* Email service integration (Gmail)
* Understanding of post-call webhook automation
* Access to call testing functionality
## Step 1: Create Post-Call Email Automation
We'll create an automation that triggers after phone calls and sends personalized emails based on call outcomes.
1. **Navigate to Automation Platform**
2. **Create a new flow** from scratch
3. **Search for your calling platform** in triggers
4. **Select "Phone Call Ended"** trigger
* This captures data from all completed calls to your selected assistant
## Step 2: Configure Assistant and Webhook Integration
1. **Select your target assistant**
* Each assistant supports only one post-call automation
* All calls to this assistant will trigger this email flow
2. **Click "Test Trigger"** to set up the webhook
* This automatically generates and saves a webhook URL
* The webhook is stored in your assistant's post-call settings
## Step 3: Verify Assistant Configuration
1. **Open your assistant** in a new tab
2. **Navigate to "Post-call Actions"** (third tab)
3. **Confirm webhook URL** was automatically configured
4. **Review trigger settings:**
* **Enabled**: Automation triggers after calls
* **Completed calls only**: Recommended for email follow-ups
* **All calls**: Select "No" to include failed calls
5. **Verify post-call variables:**
* **status**: Boolean indicating call success
* **email**: Customer email (ensure this is collected during calls)
## Step 4: Ensure Email Collection
For email automation to work, your assistant must collect customer email addresses.
1. **Check your assistant's call variables:**
* Ensure `email` variable is defined
* Set default test email for testing purposes. **Use your real email address** for testing.
* Consider making email collection part of your call script
## Step 5: Generate Test Call with Email Data
1. **Make a test call to generate webhook data:**
* Click **"Speak to Assistant"** → **"Phone Call"**
* **Answer when your assistant calls you**
* **Respond positively** to ensure the `status` variable becomes `true`
* **Complete the call objective** during the conversation
* **End the call naturally**
In a real situation, the assistant will take data assigned to the lead. For testing, it uses the default values you just set.
2. **Verify call results and variable extraction:**
* **Navigate to your calls list** and find the recent call
* **Click on the call** to view details
* **Confirm the `status` variable is `true`** (call objective achieved)
* These variables are extracted after each call based on:
* Call transcript
* Variable descriptions
* Variable types (Boolean for status)
* System prompt context
The variables after a call are being extracted. You can refresh the page after about a minute and then you will see the extracted variables.
1. **Return to your automation tab**
2. **Verify you received call data** from the test trigger
* You should see the webhook data because you clicked "Test Trigger" and then made a call
* The automation received the request after the call ended and variables were extracted
3. **Alternative method - resend webhook data from existing calls:**
* If you need to test with different call data, you can reuse any existing call
* **Click "Test Trigger"** again in your automation
* **Go to any completed call** in your platform
* **Click "Resend Webhook"** to push that call's data to your automation
* **Return to automation tab** to see the updated data
### Adding New Post-Call Variables
If you need to add a new post-call variable after creating the automation, follow this process to update your automation with the new variable data.
1. **Define the new variable in your assistant:**
* Go to assistant settings → "Post-call Actions" tab
* Add your new post-call variable (name, type, description)
* **Save the assistant**
2. **Update automation with new variable data:**
* **Return to your automation**
* **Click "Test Trigger"** to prepare for new webhook data
3. **Re-evaluate an existing call:**
* **Go to any completed call** for this assistant
* **Click "Re-evaluate"** to extract the new variable from that call
* **Wait for processing** to complete
4. **Send updated data to automation:**
* **Click "Resend Webhook"** on the same call
* **Return to automation tab**
* **Verify the new variable** is now available in your automation data
This resend feature is useful for testing different scenarios without making new calls every time.
## Step 6: Configure Conditional Email Logic
We only want to add leads to Google Sheets when the call objective was achieved.
1. **Click the "+" sign** to add a step
2. **Search for "Branch"** in control flow
3. **Select Branch** to create conditional logic
4. **Configure the branch condition:**
* **Select `status` variable** from call data
* **Choose "Boolean is true"**
* This creates two paths: True (qualified) and False (not qualified)
## Step 7: Set Up Email Service Integration
1. **On the True branch**, click "+"
2. **Search for your email service** (Gmail, Outlook, SMTP, etc.)
3. **Select "Send Email"** action
4. **Create email service connection:**
* Authorize with your email provider
* Configure SMTP settings if using custom email
* Save the connection for future use
## Step 8: Configure Email Content and Recipients
1. **Configure recipient:**
* Click on "To" email field
* **Select customer email** from call variables
* Ensure the email address is properly mapped
2. **Set email subject:**
* Use dynamic content: "Thank you for your time, `{customer_name}`!"
* Include company name or call reference
* Keep subject professional and relevant
1. **Compose email body with dynamic content:**
* **Click on the "Body" field** to start writing your email
* **Type your email content** with placeholders for variables
* **Example email template:**
```
Hi {customer_name},
Thank you for taking the time to speak with us today. Here's a transcript of our conversation:
{formatted_transcript}
Next Steps:
- We'll follow up as discussed
- Feel free to reach out with any questions
- [Include specific next steps based on your business]
Best regards,
[Your Name/Company]
[Contact Information]
```
2. **Add dynamic variables to your email:**
* **To replace `{customer_name}`**:
* **Click where you want the variable** in your email text
* **A popup will appear** with available variables
* **Search for and select "customer\_name"** from call variables
* **Click "Insert"** to add the variable
* **To replace `{formatted_transcript}`**:
* **Click where you want the transcript** in your email text
* **Navigate to "Post Call Variables"** in the popup
* **Select the "formatted\_transcript" variable**
* **Click "Insert"** to add the variable
## Step 10: Advanced Email Templates
You can create more professional emails by using HTML formatting:
1. **Select "HTML" as body type** in your email action
2. **In the body field, add HTML code** for enhanced formatting
3. **Use dynamic variables** the same way as in plain text emails
## Step 11: Test Email Automation
1. **Click "Test Step"** to send test email
2. **Verify successful delivery** in test results
3. **Check your email inbox:**
* Verify email was received
* Check that dynamic content populated correctly
* Review formatting and professionalism
## Step 12: Publish and Monitor
1. **Click "Publish"** to activate your email automation
2. **Monitor automation runs** for successful email delivery
## Best Practices
### Email Content
* **Professional tone** appropriate for your industry
* **Clear subject lines** that indicate purpose
* **Personalized content** using call data effectively
* **Clear call-to-action** for next steps
## Troubleshooting
### Common Issues
**Emails not sending:**
* Verify email service connection and authorization
* Check that customer email addresses are valid
* Confirm email action is on correct conditional branch
* Verify automation is published and active
**Dynamic content not populating:**
* Check variable mapping in email template
* Verify post-call variables are being extracted correctly
* Ensure call variables contain email data
* Test with various call scenarios
Your customers will now receive professional, personalized follow-up emails after every successful call, improving relationship building and conversion rates!