AI-Powered Web Form Responder with GPT-4o-mini, Outlook Email & Twilio SMS

Web-Form Auto-Responder: Instant Email + SMS Follow-Up

📝 Description Embed a simple web form on your site and let this workflow:

Collect a visitor’s name, email, phone, and question
Generate a professional email and a friendly SMS using GPT-4o-mini
Delay briefly (1 min by default) to simulate human writing time
Send the AI-crafted email via Microsoft Outlook
Send the AI-crafted text via Twilio

Perfect for solo consultants or small teams who want rapid, personalized responses without manual typing.

⚙️ Setup Instructions

Import the workflow
n8n → Workflows → Import from File (or Paste JSON) → Save

Add credentials
| Service | Where to get credentials | Node(s) to update | |---------|-------------------------|-------------------| | OpenAI | <https://platform.openai.com> → create API key | OpenAI Chat Model | | Microsoft Outlook | Azure/M365 account with email-send permissions | Send email to the submitter | | Twilio | <https://console.twilio.com> → Account SID, Auth Token | Send text to the submitter |

Embed the form on your website
Open Form to be embedded on website
Click “Embed” → copy the iframe code → paste into your contact page

Set your Twilio “From” number
In Send text to the submitter, change phone to your verified Twilio number

Adjust wait times (optional)
Wait some time to write the email response (default 1 min)
Wait some time to write the text response (default 1 min)

Customize the AI prompt (optional)
Edit the AI Agent system message to tweak tone, questions asked, or signature

Test the flow
Open the form URL (generated by the Form node)
Submit a test entry → after ~1 min you should receive both an email and an SMS

Activate
Toggle Active so the form handles real submissions 24/7

🧩 Customization Ideas Pipe form data into Pipedrive, HubSpot, or Airtable for lead tracking
Trigger a Slack/Teams alert to notify your team of hot questions
Add a calendar link in the email so visitors can book a call instantly
Use a language-detection node to reply in the visitor’s native language

Contact Email:** rbreen@ynteractive.com
Website:** https://ynteractive.com
YouTube:** https://www.youtube.com/@ynteractivetraining
LinkedIn:** https://www.linkedin.com/in/robertbreen