# Requirements: Weekly Personalized Follow-Up Drafts

> **Version 1.0.0 · Last updated 2026-10-22 · Estimated setup time: 30–60 minutes**

Use this checklist before you hand CLONE-INSTRUCTIONS.md to your clone. Your clone will also check most of this during discovery.

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## 1. Required skills / operators

Use the exact names below. **Confirm them in your skill catalog** before saving the skill. Your clone will report the exact names it finds.

> Skill names can differ slightly between orgs. Confirm the exact names in your skill catalog before saving the skill.

**Pick one CRM (required):**

| # | Skill / operator (exact name) | What it's used for | Notes |
|---|---|---|---|
| 1 | **SalesforceAccountOperator** | Pull target accounts by `{FILTER}` | Salesforce users |
| 2 | **SalesforceOpportunityOperator** | Open opportunity details (stage, amount, close date, next step) | Salesforce users |
| 3 | **SalesforceContactOperator** | Primary contacts and their emails | Salesforce users |
| 4 | **SalesforceActivityOperator** | Notes, recent activities, "no activity in N days"; optional follow-up task | Salesforce users |
| 5 | **SalesforceCaseOperator** | Open cases and escalations | Salesforce users |
| 6 | **HubspotCompanyOperator** | Pull target companies by `{FILTER}` | HubSpot users |
| 7 | **HubspotDealOperator** | Open deal details | HubSpot users |
| 8 | **HubspotContactOperator** | Primary contacts and their emails | HubSpot users |
| 9 | **HubspotEngagementOperator** | Notes, activities, support notes/tasks; optional follow-up task | HubSpot users (no ticket operator exists) |

**Also required:**

| # | Skill / operator (exact name) | What it's used for | Notes |
|---|---|---|---|
| 10 | **GoogleGmailOperator** or the **Outlook email operator** | Read threads, create drafts, send the summary to you | Must be able to create drafts |
| 11 | **Weekly Follow-Up Drafts** (custom skill) | The workflow itself | Saved from CLONE-INSTRUCTIONS.md section 7 |
| 12 | **Scheduled task** (via the `platform` tool) | Weekly run at `{RUN_TIME}` | Not needed for on-demand only use |

## 2. Connections and minimum permissions

| Connection | Minimum permission | Why |
|---|---|---|
| Salesforce or HubSpot | **Read** access to accounts/companies, opportunities/deals, contacts, activities/engagements and cases. Add **write** to activities (Salesforce) or engagements/tasks (HubSpot) **only** for optional task logging. Admin is NOT required. | Pull accounts, read context, optionally log tasks |
| Gmail or Outlook | **Read mail**, **create drafts**, and **send to yourself** (for the summary) | Find threads, save drafts, deliver the summary |
| Slack or Teams (optional) | Post to you | Summary delivery |

Important points:

- **Each user connects their own CRM and email accounts.** No shared service accounts, so drafts land in the right mailbox and the clone only sees what you can see.
- **The clone never sends customer emails.** Draft permission is used to create drafts. You send them.
- **Some CRM connections must be finished manually** in the clone's Connections / Integrations settings instead of in chat.
- All connections are made by **you** through the platform's sign-in (OAuth). Your clone never needs your password.

## 3. Optional add-ons

| Add-on | Adds | Operators |
|---|---|---|
| **CRM task logging** | "Follow-up drafted" and "Follow-up sent" tasks | SalesforceActivityOperator or HubspotEngagementOperator (write access) |
| **Slack or Teams** | Summary posted in your messaging app | Clone's messaging integration |
| **Style samples** | Drafts that match your voice | Paste 2–3 of your own emails |
| **Related cards** | Account health and meeting logging | **account-health-autopilot**, **post-meeting-crm-autopilot**, **customer-briefing-deck** |

### Salesforce ⇄ HubSpot mapping

| Generic concept | Salesforce | HubSpot |
|---|---|---|
| **Account / company** | Account (SalesforceAccountOperator) | Company (HubspotCompanyOperator) |
| **Contact** | Contact (SalesforceContactOperator) | Contact (HubspotContactOperator) |
| **Opportunity / deal** | Opportunity (SalesforceOpportunityOperator) | Deal (HubspotDealOperator) |
| **Recent activity / notes** | Task/Event history (SalesforceActivityOperator) | Engagements: notes, calls, meetings (HubspotEngagementOperator) |
| **Open support item** | Case (SalesforceCaseOperator) | Notes or tasks (HubspotEngagementOperator); no ticket operator |
| **Escalation** | Case with escalated flag or high priority | Note or task labeled "Escalation" |
| **Last activity date** | Last activity on the account or opportunity | Last activity date on the company or deal |
| **Follow-up task (optional)** | Task via SalesforceActivityOperator | Task engagement via HubspotEngagementOperator |
| **Owner** | Owner (User) | Company / deal owner |

Field names and stage labels vary by setup. The clone reads your actual stages and fields from the CRM before filtering.

### Google ⇄ Microsoft 365 mapping

| Concept | Google Workspace | Microsoft 365 |
|---|---|---|
| Email threads and drafts | Gmail (GoogleGmailOperator) | Outlook email operator |

### Slack ⇄ Teams mapping

| Concept | Slack | Microsoft Teams |
|---|---|---|
| Summary delivery (post only) | Slack message to you | Teams message to you |

## 4. Data prerequisites

- [ ] **Contacts have email addresses** in the CRM, and a primary contact is identifiable (deal contact or champion).
- [ ] **Accounts have domains** (website or email domain) so threads can be found.
- [ ] **You have emailed these accounts from the connected mailbox**, so threads exist to read.
- [ ] **Escalations are marked.** Salesforce: cases use escalated/priority fields. HubSpot: escalations are marked with a note or task so the clone can detect them.
- [ ] **Your `{FILTER}` is clear** (owner, stage, last activity date).
- [ ] **A test account** exists whose contact email is your own address.
- [ ] **Your CRM user can read** the objects above.

## 5. Roles and permissions

| Who | Needs to |
|---|---|
| **Clone admin** (owner of the clone) | Attach operators, approve the plan, save the Weekly Follow-Up Drafts skill, create or approve the scheduled task |
| **CRM and mailbox user (each person)** | Connect their own CRM and Gmail/Outlook; review and send drafts |
| **CRM admin** (only if your org restricts permissions) | Grant read access to the objects above (and write to activities if logging tasks) |
| **Manager** (optional) | Agree on `{FILTER}`, `{COOLDOWN_DAYS}` and `{EXCLUDE_LIST}` for the team |

## 6. Estimated setup time

| Step | Time |
|---|---|
| Pre-flight check (this doc) | 5 min |
| Clone discovery + placeholders + plan | 10 min |
| Your CRM and email connections | 10–20 min |
| Save skill + weekly scheduled task | 5–10 min |
| Test run | 10–15 min |
| **Total** | **30–60 min** |

## 7. Pre-flight checklist

- [ ] I'm the clone admin (or have one available)
- [ ] I use Salesforce or HubSpot and can sign in with **my own** account
- [ ] I use Gmail or Outlook and can sign in with **my own** account, with permission to create drafts
- [ ] I've written my `{FILTER}` and chosen `{MAX_ACCOUNTS}` (default 15)
- [ ] I've chosen `{TONE}`, `{SIGNATURE}` and `{COOLDOWN_DAYS}`
- [ ] I've listed my `{EXCLUDE_LIST}` (or none)
- [ ] I've chosen `{RUN_TIME}` (for example Monday 7 AM)
- [ ] I've decided on CRM task logging (default: off)
- [ ] I have a test account with my own email as the contact
- [ ] I can create scheduled tasks (or the clone can)

## 8. You're ready when…

- ✅ The operators for your CRM and your email are attached and signed in.
- ✅ The email connection can create drafts.
- ✅ You have answers for the placeholders in README section 6.
- ✅ You have a test account whose contact email is your own.
- ✅ You are comfortable reviewing and sending every draft yourself.

Then download **CLONE-INSTRUCTIONS.md** and give it to your clone.