Technical Assistance Required – SendFox, Gmail, Google Sheets & WhatsApp Auto-Reply Automation

Status: Open · Asked by Anjali koli on · 0 views

Sidharth Parmar — Question ·

Hi Pabbly Support Team,

I need your technical assistance in setting up a complete email marketing reply automation using SendFox, Gmail, Google Sheets, and Pabbly Connect.

We run email marketing campaigns across multiple industries through SendFox, and I want the entire reply management process to work automatically without manual intervention.

1. Our Current Email Setup

  • Email Marketing Platform: SendFox

  • Campaign Sending Email: [email hidden]

  • Reply-To Email: [email hidden]

  • Incoming Replies: Gmail ([email hidden])

We send campaigns to different industry-specific contact lists, and all replies are received in our Gmail inbox.

2. Automation Requirements

A. Automatically Sync SendFox Campaign Data to Google Sheets

Whenever a new SendFox campaign is sent, I want Pabbly to automatically:

  • Fetch the Campaign ID, Subject, and Sending Date.

  • Fetch all actual recipient email IDs through the SendFox API.

  • Store the campaign details and individual recipient records in Google Sheets.

  • Avoid duplicate entries.

  • Handle different campaigns and industries automatically.

I do not want to manually export CSV files or update Google Sheets after every campaign.

B. Automatically Detect Email Marketing Replies

Whenever an email arrives at [email hidden], the workflow should:

  • Identify whether it is a reply to one of our SendFox campaigns.

  • Verify the sender against the campaign recipient records.

  • Exclude unrelated emails received in Gmail.

  • Work without manually applying Gmail labels.

C. Automatically Reply to Interested Prospects

If a prospect replies with positive intent, such as:

"Yes", "Interested", "Send details", "Tell me more", "Let's connect", etc.

Pabbly should automatically send the following fixed email in the same email conversation/thread:

Hi,

Thank you for your response and interest.

I'd be happy to understand your business goals, discuss your current marketing challenges, and explore how we can help you achieve better results.

Please book a convenient time for a quick discussion here:
https://calendly.com/climbnrise-support/45-minute-growth-strategy-call-ind

Looking forward to connecting with you.

Best regards,
Sidharth Parmar
Founder
ClimbNRise Digital Marketing Pvt. Ltd.

We do not want to use AI-generated replies. The response should remain fixed.

The automation should also avoid responding to negative replies, unsubscribe requests, and quoted text that contains positive keywords.

D. WhatsApp Notification for Every Campaign Reply

Whenever any prospect replies to a SendFox campaign, I want an automatic WhatsApp notification containing:

  • Prospect Name (if available)

  • Prospect Email ID

  • Campaign Subject

  • Prospect's Reply

  • Whether the fixed auto-reply was sent

This alert should be sent even if the prospect's reply is not positive.

We already use Pabbly Connect and have experience with WhatsApp automation through Chatflow.

E. Response Time and Duplicate Prevention

Ideally, positive replies should receive the fixed response within 5 minutes, including outside business hours.

The workflow should also prevent duplicate auto-replies, repeated responses in the same thread, and email loops.

3. What We Have Already Configured

We have completed the following initial setup:

  1. Connected Gmail with the New Email trigger and successfully captured incoming messages, sender details, subject, email body, Message ID, and Thread ID.

  2. Connected SendFox using a Personal Access Token.

  3. Successfully fetched campaign details through the SendFox API.

  4. Successfully retrieved recipient-level engagement data, including email IDs, contact IDs, and sending timestamps.

Example Campaign ID: 3062235

For this campaign, SendFox shows 166 sent emails, and the non-openers API returned 164 recipient records. We are also exploring the openers endpoint to retrieve the remaining records.

4. Assistance Required

Could your technical team please guide us on:

  1. The correct architecture for these workflows in Pabbly Connect.

  2. How to automatically sync all sent-recipient records from SendFox to Google Sheets.

  3. How to handle API pagination, arrays, iterators, and duplicate checks.

  4. How to accurately identify incoming SendFox campaign replies without Gmail labels.

  5. How to extract only the latest reply text, excluding quoted email history.

  6. How to configure keyword-based routing and reply within the same Gmail thread.

  7. How to integrate WhatsApp notifications using Pabbly Chatflow.

  8. Whether a response time of 5 minutes or less is technically achievable with your Gmail trigger.

We would appreciate step-by-step technical assistance or a screen-sharing session to help us implement and test this complete automation.

Our objective is to have a reliable, fully automated email marketing response system without manual campaign data updates.

Looking forward to your support.

Best regards,
Sidharth Parmar
Founder
ClimbNRise Digital Marketing Pvt. Ltd.
[email hidden]

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