# Weekly Personalized Follow-Up Drafts > **Version 1.0.0 · Last updated 2026-10-22 · Difficulty: Intermediate · Setup time: 30–60 minutes** Every week, your clone pulls a target list of accounts from your CRM, reads the latest email thread, CRM notes, open deal and open cases for each one, and saves a personalized follow-up as a **draft** in your inbox. You get a summary table by email. You review, edit and send. The clone never sends. --- ## 1. Overview and value Following up with the right account at the right time is the work that keeps deals moving and customers close. It is also the work that slips: the list lives in the CRM, the context lives in email and notes, and writing 15 thoughtful emails takes a whole morning. Weekly Personalized Follow-Up Drafts does the research and the first draft. Every week your clone: - pulls accounts from **Salesforce or HubSpot** that match your `{FILTER}` (for example: you own it, stage is X, no activity in N days), - reads the **latest email thread** with each account's contacts (Gmail or Outlook), - reads **CRM notes, the open opportunity or deal, recent activities and open cases**, - drafts one **personalized follow-up per primary contact**: it references the last conversation, any open question or commitment, proposes a next step and makes a clear ask, - saves each one as a **DRAFT** in Gmail or Outlook (never sent), - emails you a **summary table** (account, contact, why now, draft subject, link to the draft) and a list of **skipped accounts with reasons**, - optionally logs a CRM task "Follow-up drafted" (and "Follow-up sent" after you tell it you sent). **What you get:** | Benefit | What it looks like | |---|---| | A follow-up habit that runs itself | A fresh batch of drafts waiting every Monday morning | | Real personalization | Each draft cites the last thread, a commitment or an open question, not a generic template | | No awkward mistakes | Accounts with an open escalation or a recent touch are skipped and flagged, not emailed | | Time back | 5–10 minutes saved per account on research and first drafts | | You stay in control | Drafts only. Nothing is ever sent without you | --- ## 2. Who it's for - **Sales reps and account executives** who need steady follow-up on open deals and quiet accounts. - **Customer Success Managers** who want proactive check-ins with accounts that have gone quiet. - **Sales and CS managers** who want a consistent follow-up rhythm across the team (each person runs their own). It is built for **one-to-one, relationship-style** follow-ups to accounts already in your CRM. It is not a mass-mailing tool (see **customer-email-program** or **cold-email-sequence** for that). ## 3. How it works ``` Trigger: scheduled task ({RUN_TIME}, e.g. Monday 7 AM) or on demand: "Draft this week's follow-ups" │ ▼ ┌───────────────────────────────────────────────────────────────────┐ │ "Weekly Follow-Up Drafts" skill │ │ │ │ 1. Pull target accounts from the CRM using {FILTER} │ │ (cap at {MAX_ACCOUNTS}, remove {EXCLUDE_LIST}) │ │ 2. For each account, read: │ │ · latest email thread (search by domain AND contact emails) │ │ · CRM notes · open opportunity/deal · recent activities │ │ · open cases (or open support notes/tasks in HubSpot) │ │ 3. Skip and FLAG when: │ │ · no email thread · no contact email │ │ · contacted within {COOLDOWN_DAYS} │ │ · open escalation │ │ 4. Draft one follow-up per primary contact │ │ (last conversation · open question · next step · ask) │ │ in {TONE}, signed with {SIGNATURE} │ │ 5. Save each as a DRAFT in Gmail or Outlook (never send) │ └───────────────────────────────┬───────────────────────────────────┘ │ ▼ ┌───────────────────────────────────────────────────────────────────┐ │ Summary email to YOU │ │ · table: account · contact · why now · draft subject · link │ │ · skipped accounts and the reason for each │ │ Optional: CRM task "Follow-up drafted" │ └───────────────────────────────┬───────────────────────────────────┘ │ You review, edit and send from your inbox │ ▼ Optional: tell the clone "sent" → CRM task "Follow-up sent" ``` ### How each account is researched | Source | What the clone reads | Why | |---|---|---| | Email | Latest thread with the account (search by domain **and** by each contact's email address) | The last conversation, open questions, commitments | | CRM notes and activities | Recent notes, calls, meetings and tasks | What happened outside email | | Opportunity or deal | Stage, amount, close date, next step | The right next step and ask | | Cases (Salesforce) or support notes/tasks (HubSpot) | Open items and any escalation flag | Don't send a sales-style nudge into an open problem | ## 4. What the clone does (and never does) **It does:** - pull a small, filtered list of accounts (default max 15), - read email, CRM notes, deal details, activities and open cases for each, - draft one personalized follow-up per primary contact, - save drafts in your Gmail or Outlook, - email you a summary table and a skipped-accounts list, - optionally log a CRM task "Follow-up drafted" (and "Follow-up sent" when you say you sent it), - regenerate a draft if you ask for changes (it creates a new draft instead of editing). **It never:** - sends an email to a customer or prospect (drafts only), - drafts for an account with an open escalation (it flags it instead), - drafts for an account contacted within `{COOLDOWN_DAYS}`, - invents commitments, prices, dates or product promises that are not in your data, - changes deal stages, amounts or close dates, - deletes or edits CRM records beyond the optional follow-up task, - asks for your password or tokens. ## 5. Setup walkthrough The quickest path: download **CLONE-INSTRUCTIONS.md** and give it to your clone. It checks what is connected, asks for your settings, shows a plan, and sets up what it can after you approve. **Step 1: Check requirements (5 min).** Open **REQUIREMENTS.md** and run the pre-flight checklist. You need a CRM connection, an email connection that can read mail and create drafts, and the ability to create a scheduled task. **Step 2: Hand the instructions to your clone (2 min).** Paste or upload CLONE-INSTRUCTIONS.md into a chat with your clone and say: *"Please set up this use case for me. Show me a plan before changing anything."* **Step 3: Review the discovery table (5 min).** The clone reports which operators and connections it has and which are missing. **Step 4: Answer the placeholder questions (5 min).** See section 6. **Step 5: Approve the plan (2 min).** Say "yes" only when it looks right. **Step 6: Do your part (10–20 min).** Only you can: - Connect **your own** Salesforce or HubSpot account (read access to accounts/companies, deals, contacts, activities and cases; write access only if you want the optional follow-up task). - Connect **your own** Gmail or Outlook with permission to **read mail and create drafts**. - Optionally connect Slack or Teams for delivery. **Step 7: Save the Weekly Follow-Up Drafts skill (5 min).** The clone saves it, or gives you the full text to paste. **Step 8: Run the test plan (10–15 min).** Run it on one or two test accounts that use your own email address as the contact. **Step 9: Turn on the schedule.** A weekly task at `{RUN_TIME}`. ## 6. Placeholders to decide | Placeholder | What it means | Example | |---|---|---| | `{CRM_CHOICE}` | Which CRM you use | Salesforce or HubSpot | | `{FILTER}` | Which accounts to pull | Owner = me, stage = Negotiation, no activity in 14 days | | `{MAX_ACCOUNTS}` | Maximum accounts per run | 15 (default) | | `{TONE}` | Voice of the drafts | Warm and concise; friendly but professional | | `{SIGNATURE}` | Sign-off block | Name, title, phone, scheduling link | | `{COOLDOWN_DAYS}` | Skip accounts contacted within this many days | 7 | | `{EXCLUDE_LIST}` | Accounts or domains never to draft for | Partners, legal holds, my own company | | `{RUN_TIME}` | When the weekly run happens | Monday 7:00 AM, my time zone | | `{CRM_TASK_LOGGING}` | Optional: log "Follow-up drafted" tasks | off (default) or on | | `{SUMMARY_DELIVERY}` | Where the summary goes | Email (default), plus Slack or Teams | ## 7. What to expect - **Every week at `{RUN_TIME}`:** the clone builds the batch. A few minutes later you get a summary email and the drafts appear in your Drafts folder. - **The summary email** has a table (account, contact, why now, draft subject, link to the draft) and a list of skipped accounts with reasons. - **Review time:** about 1–3 minutes per draft. Edit, then send from your inbox. - **After you send (optional):** tell the clone "I sent the follow-ups to {ACCOUNT_1} and {ACCOUNT_2}" and it logs "Follow-up sent" tasks. Example summary: ``` Weekly Follow-Up Drafts: week of 2026-10-26 · 11 drafted · 4 skipped | Account | Contact | Why now | Draft subject | Link | |---------------|----------------|-------------------------------------------|---------------------------------------|-------------| | {ACCOUNT_1} | {CONTACT_1} | Proposal sent 12 days ago, no reply | Quick check on the proposal | (draft link)| | {ACCOUNT_2} | {CONTACT_2} | Promised pricing options, not yet sent | Pricing options you asked about | (draft link)| Skipped: - {ACCOUNT_3}: open escalation (case still open) - {ACCOUNT_4}: contacted 3 days ago (cooldown 7 days) - {ACCOUNT_5}: no email thread found - {ACCOUNT_6}: no contact email on record ``` ## 8. Customizing - **Filter.** Change `{FILTER}` to target renewals coming up, stalled deals, or accounts with no activity in N days. - **Tone and signature.** Set `{TONE}` and `{SIGNATURE}`, or paste two or three of your own past emails as style samples. - **Batch size.** Raise or lower `{MAX_ACCOUNTS}`. Small batches review better. - **Cooldown.** Change `{COOLDOWN_DAYS}` to match your rhythm. - **Exclusions.** Add partners, internal domains or sensitive accounts to `{EXCLUDE_LIST}`. - **Ask style.** Ask for shorter drafts, a specific call to action (book a call, confirm a date), or a different language. - **Delivery.** Get the summary by email, Slack or Teams. - **CRM logging.** Turn on `{CRM_TASK_LOGGING}` for "Follow-up drafted" and "Follow-up sent" tasks. ## 9. Known gotchas - **Drafts only. Review before sending.** The clone never sends. Read every draft: names, numbers, dates and promises. - **Personal email domains need a search by contact email.** If a contact uses a personal address, searching by domain finds nothing or the wrong people. The clone searches by domain **and** by each contact's email address. - **Open escalation means no draft.** Accounts with an open escalation are flagged, not drafted. Resolve the issue first, then follow up personally. - **Keep batches small.** 10–15 accounts review well. Large batches get skimmed and mistakes slip through. - **Drafts may not be editable by the clone after creation.** Gmail and Outlook drafts can't always be edited by the clone once created. If you want a change, ask the clone to **regenerate** the draft, then delete the old one. - **Each user connects their own CRM and email.** No shared accounts. Drafts appear in the connected user's mailbox. - **HubSpot has no ticket operator.** Open support items are read from notes and tasks, so an "escalation" must be marked there (for example a note or task labeled "Escalation") to be detected. - **Email threads may be missing.** If the email history lives in another mailbox or the contact was never emailed from your account, the account is skipped as "no email thread". - **Read every instruction before saving the skill.** You are responsible for what your clone does. ## 10. FAQ **Will it send emails to my customers?** No. It only saves drafts. You send them. **Which CRMs and mail systems work?** Salesforce or HubSpot, and Gmail or Outlook. See the mapping tables in REQUIREMENTS.md. **How does it pick accounts?** From your `{FILTER}`, capped at `{MAX_ACCOUNTS}`, minus `{EXCLUDE_LIST}`. **What if an account has an open problem?** It is skipped and flagged in your summary. No draft is created. **Can it edit a draft after I ask for changes?** Not reliably. It creates a new draft. Delete the old one. **What if a contact uses a personal email address?** The clone searches by the contact's email address as well as by domain. **Can it log what it did in the CRM?** Optionally, as a task "Follow-up drafted", and "Follow-up sent" after you tell it you sent. **Can the whole team use it?** Yes. Each person connects their own CRM and email and gets their own batch. **Can I run it on demand?** Yes: "Draft this week's follow-ups." ## 11. Troubleshooting | Symptom | Likely cause | Fix | |---|---|---| | No summary email on Monday | Task paused, time zone mismatch, or email connection expired | Ask the clone to list its scheduled tasks and last-run time; reconnect email | | No drafts appear | Email connection lacks draft permission | Reconnect Gmail or Outlook with permission to create drafts | | Account skipped: "no email thread" | Account never emailed from your mailbox, or contact uses a personal domain | Check the contact email in the CRM; ask the clone to search by contact email | | Account skipped: "no contact email" | Contact record has no email | Add the email in the CRM | | Account skipped: "open escalation" | Open case (Salesforce) or escalation note/task (HubSpot) | Resolve the issue, then follow up personally | | Draft cites the wrong last conversation | Several threads with the same domain | Ask the clone to regenerate using the specific thread or contact | | Draft needs edits | Tone or details off | Edit in your inbox, or ask the clone to regenerate with notes | | Too many or too few accounts | `{FILTER}` or `{MAX_ACCOUNTS}` needs tuning | Adjust and run again on demand | | CRM task not created | Write access missing or `{CRM_TASK_LOGGING}` off | Grant write access to activities/engagements, or leave logging off | | Draft addressed to the wrong person | Contact choice was off | Always check the "To" line before sending | --- **Version:** 1.0.0 · **Last updated:** 2026-10-22 · Part of the Clone Use Case Library.