Turn webinar recordings into Salesforce follow-up emails with WayinVideo and GPT-4o-mini

Description

Submit your webinar recording URL along with the webinar title, host name, company name, date, and CTA link and the workflow automatically handles every follow-up. [WayinVideo](https://wayin.ai/api/) summarizes the webinar and extracts numbered highlights, then GPT-4o-mini writes a personalized 150–200 word email per registered Salesforce lead — addressing them by first name, referencing their role and company, and citing 2–3 specific things covered in the webinar. Gmail sends each email, Salesforce logs a completed Task activity on each lead record, and Google Sheets logs every send with the Salesforce Task ID. Built for marketing teams, sales teams, and agencies who want to follow up with every registered lead immediately after a webinar ends — without writing a single email manually.

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What This Workflow Does

- Summarizes the webinar automatically — WayinVideo extracts a structured summary with numbered highlights from the recording so GPT has real content to reference in every email - Fetches all registered leads from Salesforce — A query pulls up to 500 leads where the webinar name matches your Salesforce custom field — no manual list export needed - Writes a personalized email per lead — GPT addresses each lead by first name, references their job title and company, and cites 2–3 specific webinar highlights relevant to their role - Sends each email via Gmail — Every lead receives a personalized email sent from your Gmail account with your company name as the sender - Logs a completed Task on each Salesforce lead record — A Task activity is created with WhoId linking it to the correct lead — so your CRM shows the follow-up was completed and when - Logs every send to Google Sheets — Each row captures the webinar title, lead details, email subject, personalized intro, Salesforce Lead ID, Salesforce Task ID, sent status, and timestamp - Polls automatically until the summary is ready — Waits 90 seconds then checks every 30 seconds until WayinVideo finishes processing the recording

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Setup Requirements

Tools Needed - n8n instance (self-hosted or cloud) - WayinVideo account with API access - OpenAI account with GPT-4o-mini API access - Salesforce org with OAuth2 access and a WebinarNamec custom field on the Lead object - Gmail account connected via OAuth2 - Google Sheets (one sheet with a tab named Follow-up Log)