AI-Powered Web Form Responder with GPT-4o-mini, Outlook Email & Twilio SMS

Web-Form Auto-Responder: Instant Email + SMS Follow-Up

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📝 Description

Embed a simple web form on your site and let this workflow:

1. Collect a visitor’s name, email, phone, and question
2. Generate a professional email and a friendly SMS using GPT-4o-mini
3. Delay briefly (1 min by default) to simulate human writing time
4. Send the AI-crafted email via Microsoft Outlook
5. Send the AI-crafted text via Twilio

Perfect for solo consultants or small teams who want rapid, personalized responses without manual typing.

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⚙️ Setup Instructions

1. Import the workflow

   • n8n → Workflows → Import from File (or Paste JSON) → Save

2. Add credentials

   Service

   Where to get credentials

   Node(s) to update

   OpenAI

   <https://platform.openai.com> → create API key

   OpenAI Chat Model

   Microsoft Outlook

   Azure/M365 account with email-send permissions

   Send email to the submitter

   Twilio

   <https://console.twilio.com> → Account SID, Auth Token

   Send text to the submitter

3. Embed the form on your website

   • Open Form to be embedded on website
   • Click “Embed” → copy the iframe code → paste into your contact page

4. Set your Twilio “From” number

   • In Send text to the submitter, change phone to your verified Twilio number

5. Adjust wait times (optional)

   • Wait some time to write the email response (default 1 min)
   • Wait some time to write the text response (default 1 min)

6. Customize the AI prompt (optional)

   • Edit the AI Agent system message to tweak tone, questions asked, or signature

7. Test the flow

   • Open the form URL (generated by the Form node)
   • Submit a test entry → after ~1 min you should receive both an email and an SMS

8. Activate

   • Toggle Active so the form handles real submissions 24/7

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🧩 Customization Ideas

• Pipe form data into Pipedrive, HubSpot, or Airtable for lead tracking
• Trigger a Slack/Teams alert to notify your team of hot questions
• Add a calendar link in the email so visitors can book a call instantly
• Use a language-detection node to reply in the visitor’s native language

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Contact

• Email: [email protected]
• Website: https://ynteractive.com
• YouTube: https://www.youtube.com/@ynteractivetraining
• LinkedIn: https://www.linkedin.com/in/robertbreen