Dormant Zoho CRM lead re-engagement drafts in Gmail

Build me an agent workflow that re-engages dormant leads in Zoho CRM by staging personalized Gmail drafts for the lead owner to review and send.

Trigger: cron, every weekday (Mon–Fri) at 9am in the user's local timezone.

Step 1 — Pull dormant leads from Zoho CRM. Use Zoho CRM Get Records on the Leads module. Page through results and keep leads where Last_Activity_Time is between 21 and 60 days ago. Exclude leads whose Lead_Status is Lost or Converted (or any equivalent closed-out status the user has in their pipeline). Skip any lead with Email_Opt_Out set, or any custom Do Not Contact flag. Skip leads with no email address. For each kept lead, capture Owner (id + email), Email, First_Name / Last_Name, Company, Industry, Title, Lead_Status, Last_Activity_Time, and any custom fields the user flags as personalization signals.

Step 2 — Ground the message. For each kept lead, call Zoho CRM Get Notes for that lead record and grab the most recent 3 notes (Note_Title + Note_Content + Created_Time). These are the agent's anchor for what was actually being discussed last. If a lead has zero notes, fall back to lead industry / title / company only and write a lighter-touch check-in.

Step 3 — Draft the email. For each lead, write a short, plain-language follow-up (around 90–140 words). It must: reference the last topic discussed using the notes; personalize off industry, role, and any custom signals; offer exactly ONE specific next step (a relevant resource, a 15-minute slot, or a single open question); avoid filler like 'just circling back'; and never invent product features, pricing, discounts, or commitments. Sender voice should sound like the lead's owner, not a marketing blast. Subject line should be specific, lowercase-friendly, and under 60 characters.

Step 4 — Stage the draft in Gmail. Use Gmail Create a Draft inside the lead owner's Gmail account, with From = owner, To = lead's email, a clear Subject, and the drafted body as plain text. Do NOT send. The rep reviews and sends manually.

Guardrails: cap at 10 drafts per owner per run, so reps aren't swamped. If more than 10 dormant leads belong to one owner, pick the 10 with the most recent activity inside the dormant window and leave the rest for tomorrow's run. Never create a draft for a lead marked Do Not Contact or missing an email. Never duplicate a draft for a lead the agent already drafted within the last 7 days.

Output: at the end of each run, log a one-line summary per owner (e.g. 'Drafted 7 re-engagement emails for jamie@acme.com'). Surface any leads that were skipped because the owner had no connected Gmail account so the user can fix the connection.