Draft follow-up emails after calls with Zapier Agents

After you wrap a jam-packed call with a prospect or customer, trying to recall every detail you discussed so you can draft a proper follow-up email might be challenging. By the time the details come to you, you’ll have lost precious time you could’ve spent on your next potential client.

With Zapier Agents, you can build an AI agent that auto-reads your Fireflies.ai call transcripts and drafts personalized follow-up emails based on what you actually talked about. The agent creates professional email drafts tailored to your services and tone, so you can focus on closing deals instead of crafting correspondence.

Watch the video below to see how this agent works, or keep reading for step-by-step setup instructions.

How to set up automated call follow-up emails with Zapier Agents

In this example, we’ll start with a template in Zapier Agents. This template enables the agent to automatically process new Fireflies.ai meeting transcripts and draft personalized follow-up emails based on the conversation content. When a new meeting transcript becomes available, the agent analyzes the discussion, determines whether it’s a sales or general business call, and then creates an appropriate draft email in Gmail using your customized business context and service information.

This agent doesn’t just send emails automatically. It creates drafts that require your review and approval. Which is nice, considering you get full control while eliminating that staring-at-a-blank-page problem. Don’t use Fireflies.ai? That’s OK—you can easily modify the template instructions to work with other note taking apps that Zapier integrates with.

To get started, click on the button below, then follow the steps to customize your agent.

Step 1: Activate your template

1. Navigate to the Call Follow-Up Email Assistant template.

2. Click Use Template to start building in Zapier Agents.

3. Review the template summary.

4. Click Use this template.

Step 2: Connect Fireflies.ai and Gmail

After reviewing a summary of what the template does, you’ll need to connect the accounts your agent will be using.

1. Connect your Fireflies.ai account to access meeting transcripts. You can use a previously connected account from other Zapier automations or connect a new account. (This applies to all accounts you connect.)

2. Connect your Gmail account to create draft emails.

3. Click Create once both accounts are connected.

Step 3: Review your agent’s trigger

The trigger is set to Fireflies.ai: New meeting by default, which automatically processes every new transcript from Fireflies. That means you’ll have draft emails ready to go right after each call—increasing your efficiency with no manual effort.

You can customize trigger settings, like the transcript format (PDF or .docx), whether to include the speaker name, timestamps, the note format (HTML, Slack, Markdown, or plain text), and custom topics from your Fireflies account.

If you want to modify the trigger, you can click Replace trigger to:

• Pick Schedule by Zapier as your trigger app (for time-based processing)

• Select On demand for manual activation (when you want to process specific calls)

• Use other meeting note takers (like Otter.ai or Zoom)

Step 4: Review and customize the agent’s instructions

The agent uses Gmail: Create draft to create an automated follow-up system, which generates personalized draft emails based on call transcripts and your business context.

Moreover, the agent is designed to handle two types of follow-ups automatically. For sales calls, it creates detailed follow-up emails that include relevant service information, reference your business’s strengths, and content specific to the client’s needs discussed during the call. For non-sales business calls, it drafts concise emails that focus on key points only.

You can customize your agent by updating the business context and email guidelines in the instructions. You can also adjust the Gmail action by clicking the widget next to the tool to customize CC recipients, subject lines, labels, and signatures.

Here’s a brief rundown of the things you can customize:

• Business context: Update the website, service offerings, and role context to match your specific business and position.

• Email guidelines: Customize tone, formatting preferences, and specific language that reflects your communication style.

• Reference materials: Add links to case studies, scope of work documents, and other materials the agent should reference when crafting follow-ups.

• Gmail settings: Configure automatic CC recipients (like team members who help with sales), default subject line formats, email labels, and signature preferences.

• Service differentiation: Adjust how the agent handles sales calls versus general business calls to ensure appropriate follow-up styles.

Step 5: Test and deploy your agent

1. Click Test agent to run a sample workflow using your most recent Fireflies.ai meeting transcript.

2. The agent will analyze a call transcript and demonstrate how it creates a personalized draft email based on the conversation content and your business context.

3. You’ll see how it determines whether the call was sales-related or for general business, then how it applies the appropriate follow-up style.

4. Review the proposed draft email content, and click Approve to see it created in Gmail. You’ll only need to use this approval step when testing your agent, not when it’s running live.

5. The agent will show you the actual draft email created in your Gmail drafts folder, ready for you to review and send.

6. If everything looks right, toggle on Enable agent when you’re done testing.

Once your agent is deployed, it will automatically process every new Fireflies.ai meeting transcript. You can monitor all drafting activity by visiting the Activity tab to see processed calls and review the quality of generated follow-up emails.

Take your follow-up efficiency to the next level with Zapier Agents

This template offers a flexible foundation for automated follow-ups that adapts to your business needs. Customize it to work with different meeting tools, create varied templates for different services, or integrate with CRMs to auto-update deals. You can also add scheduling links, connect to proposal workflows, or tailor email styles for different client segments across your business tools.

This is just one example of what Zapier Agents can do to help you spend more time selling and less time on admin. For even more ideas, check out our guide to using Zapier Agents.