Use Case: Bulk Email Automation
The Problem
Section titled “The Problem”TODO: Describe the problem it solves:
- Manual sending takes hours
- Errors when copying data
- Impossible to segment audience
- No open tracking
The Solution with Gateway Ion
Section titled “The Solution with Gateway Ion”TODO: Explain how Gateway Ion solves it (2-3 paragraphs)
Requirements
Section titled “Requirements”TODO: What you need:
- Connection to Gmail or Outlook
- Connection to CRM or database
- Prepared email templates
- Contact list
Step by Step
Section titled “Step by Step”1. Prepare Data
Section titled “1. Prepare Data”TODO: Get contact list:
- Export from CRM
- Save in Google Sheets
- Or load into Data Store
2. Create Connections
Section titled “2. Create Connections”TODO: Connect apps:
- Go to Connections
- Connect Gmail/Outlook
- Connect CRM
- Verify authorization
3. Design Flow
Section titled “3. Design Flow”TODO: Flow structure:
- Trigger: Daily schedule or manual
- Action 1: Query Data Store or CRM
- Action 2: Iterate for each contact
- Action 3: Send personalized email
- Action 4: Log to record
Diagram:
TODO: ASCII diagram of flow4. Personalization
Section titled “4. Personalization”TODO: Make emails personal:
- Use contact variables
- {{name}} in subject
- {{company}} in body
- {{custom_field}} personalized
Template example:
Hello {{name}},
At {{company}} we believe that...5. Testing
Section titled “5. Testing”TODO: Test before production:
- Test with 1 contact
- Verify email
- Review personalizations
- Adjust format
6. Segmentation
Section titled “6. Segmentation”TODO: Send to specific groups:
- Condition: by status
- Condition: by customer type
- Condition: by last activity
Flow with conditions:
TODO: Example of if/then logic7. Monitoring
Section titled “7. Monitoring”TODO: Track sending:
- Dashboard with counts
- Alerts if something fails
- Logs of each send
- Email summary
Expected Results
Section titled “Expected Results”TODO: Metrics:
- ✅ 500+ emails in minutes
- ✅ 0 manual errors
- ✅ Automatically personalized
- ✅ Centralized tracking
Common Errors
Section titled “Common Errors”TODO: Problem table:
| Error | Cause | Solution |
|---|---|---|
| ”Duplicate email” | List with repeats | Clean data |
| ”Empty variables” | Missing data | Validate data |
| ”Rate limit” | Too fast | Add delay |
Tips and Best Practices
Section titled “Tips and Best Practices”TODO: Tips:
- Always test with small group
- Validate emails before sending
- Respect spam laws (GDPR, CAN-SPAM)
- Include unsubscribe link
- Monitor delivery rate
Variations
Section titled “Variations”TODO: Other ways to use:
- Weekly Newsletter: Same structure, weekly trigger
- Onboarding: Sequential sends to new users
- Recovery: Email to inactive users
Next Steps
Section titled “Next Steps”TODO: Expand use case:
- Track opens with webhooks
- Add click tracking
- Integrate automatic responses
- A/B testing of subjects