Automate Client Onboarding with Google Forms, OpenAI, and Notion

Scenario: Agency Client Onboarding Bot ⚙️

Overview:

This Make.com scenario automates the onboarding process for new clients of an agency. It connects Google Forms, OpenAI, and Notion to gather client information, analyze their business niche, identify competitors, and create structured documentation in Notion. This automation ensures a smooth, efficient onboarding experience with minimal manual intervention.

Flow Description:

1. Watch Google Form Responses

• ID: 22
• Module: google-forms:watchResponses
• Version: 2
• Description: This module monitors responses from a specified Google Form used for client onboarding.
• Parameters:
• Form ID: 1Y0D2Z80P6E-wbqyhg21vS0vA2IyI5LBqpQhf5rpoyA8
• Limit: 10
• Connection: Google account (quicklifesolutions@gmail.com)
• Mapper: {}
• Metadata:
• Designer: { "x": 234, "y": -4 }

1. Analyze Business Niche with GPT-4

• ID: 8
• Module: openai-gpt-3:CreateCompletion
• Version: 1
• Description: Uses OpenAI's GPT-4 model to determine the client's business niche based on their form responses.
• Parameters:
• Connection: 531539
• Mapper:
• Model: gpt-4-1106-preview
• Messages:
• {"role": "system", "content": "You are an agency onboarder"}
• {"role": "user", "content": "From the text provided find out and write what product niche is this business about. This product niche will go later for a LinkedIn search prompt.\n\nText: \n{{22.answers}}{{22.answers.26e8f021}}{{22.answers.565581be}}{{22.answers.0411a45a}}{{22.answers.57a4eb9b}}{{22.answers.52648d40}}{{22.totalScore}}\n\nConstraints: do not add any pretext or context, only return the niche."}
• Metadata:
• Designer: { "x": 616, "y": 4 }

1. Identify Competitors with GPT-4

• ID: 15
• Module: openai-gpt-3:CreateCompletion
• Version: 1
• Description: Uses GPT-4 to generate a list of competitors based on the identified niche.
• Parameters:
• Connection: 531539
• Mapper:
• Model: gpt-4-1106-preview
• Messages:
• {"role": "system", "content": "You are a competitor analyzer."}
• {"role": "user", "content": "Create a simple bullet-point list of the competitors by a niche and provide each with a single sentence line what the companies do.\n\nNiche: {{8.choices[].message.content}}\n\nConstraints: do not add any pretext or context, only return the bullet-point list with competitors listed."}
• Metadata:
• Designer: { "x": 895, "y": 5 }

1. Generate Background Story with GPT-4

• ID: 17
• Module: openai-gpt-3:CreateCompletion
• Version: 1
• Description: Uses GPT-4 to create a background story summary for the company in bullet points.
• Parameters:
• Connection: 531539
• Mapper:
• Model: gpt-4-1106-preview
• Messages:
• {"role": "system", "content": "You are an agency onboarder."}
• {"role": "user", "content": "Provide a background story summary of the company. List the summary in bullet points. Make up to 6 bullet points.\n\nStory: \n{{22.answers.57a4eb9b}}{{22.answers.52648d40}}{{22.answers.0411a45a}}\nConstraints: Do not add any context or pretext, only return the list."}
• Metadata:
• Designer: { "x": 1195, "y": 5 }

1. Generate Product Development Summary with GPT-4

• ID: 18
• Module: openai-gpt-3:CreateCompletion
• Version: 1
• Description: Uses GPT-4 to create a product development summary for the company in bullet points.
• Parameters:
• Connection: 531539
• Mapper:
• Model: gpt-4-1106-preview
• Messages:
• {"role": "system", "content": "You are an agency onboarder."}
• {"role": "user", "content": "Provide a product development summary of the company. List the summary in bullet points. Make up to 6 bullet points.\n\nStory: {{22.answers.0411a45a}}{{22.answers.57a4eb9b}}{{22.answers.52648d40}}{{22.answers.26e8f021}}\nConstraints: Do not add any context or pretext, only return the list."}
• Metadata:
• Designer: { "x": 1495, "y": 5 }

1. Generate Value Summary with GPT-3.5

• ID: 19
• Module: openai-gpt-3:CreateCompletion
• Version: 1
• Description: Uses GPT-3.5 to create a value summary for the company in bullet points.
• Parameters:
• Connection: 531539
• Mapper:
• Model: gpt-3.5-turbo-16k-0613
• Messages:
• {"role": "system", "content": "You are an agency onboarder."}
• {"role": "user", "content": "Provide a value summary of the company. List the summary in bullet points. Make up to 4 bullet points.\n\nStory: {{22.answers.565581be}}{{22.answers.0411a45a}}{{22.answers.57a4eb9b}}{{22.answers.52648d40}}{{22.answers.26e8f021}}\nConstraints: Do not add any context or pretext, only return the list."}
• Metadata:
• Designer: { "x": 1795, "y": 5 }

1. Generate Inspirations List with GPT-3.5

• ID: 20
• Module: openai-gpt-3:CreateCompletion
• Version: 1
• Description: Uses GPT-3.5 to create a list of inspirations for the company in bullet points.
• Parameters:
• Connection: 531539
• Mapper:
• Model: gpt-3.5-turbo-16k-0613
• Messages:
• {"role": "system", "content": "You are an agency onboarder."}
• {"role": "user", "content": "Provide the inspirations of the company. List inspirations in bullet points. Make up to 5 bullet points. Give each inspiration a single line explanation why.\n\nStory: {{22.answers.0411a45a}}{{22.answers.57a4eb9b}}{{22.answers.52648d40}}\nConstraints: Do not add any context or pretext, only return the list."}
• Metadata:
• Designer: { "x": 2095, "y": 5 }

1. Document Creation in Notion

• ID: 23
• Module: notion:createAPage
• Version: 1
• Description: Creates a new page in Notion with the collected and generated client information.
• Parameters:
• Connection: 1032299
• Database: "cd9f3950a1dd4cfc905ba1508cbcfa6a"
• Mapper:
• Select: "list"
• Metadata:
• Designer: { "x": 2395, "y": 5 }

Technical Details:

• Built-in Modules: Watch Google Form Responses, Create Completion with GPT-4, Create Notion Page.
• On-error Modules: None specified.
• App Connections: Google Forms, OpenAI (GPT-4), Notion.

This scenario automates the client onboarding process by collecting data through Google Forms, analyzing it using OpenAI's GPT-4 for niche identification and competitor analysis, and documenting the information in Notion. This ensures a streamlined and efficient onboarding experience.