Step 2: Connect Apify and Apollo Data Collection

This step captures Crunchbase data via Apify and enriches company/contact details using Apollo APIs.

1. In Execute Apify Actor, set the actor input to use the provided customBody JSON, including cookie and search.url values.
2. Credential Required: Connect your Apify credentials in Execute Apify Actor and Retrieve Dataset Entries (credentials are not configured in the workflow).
3. In Retrieve Dataset Entries, set Resource to Datasets and Dataset ID to {{ $json.defaultDatasetId }}.
4. In Fetch Company Profiles, set URL to https://api.apollo.io/v1/mixed_companies/search and JSON Body to { "q_organization_name": "{{ $json.funded_organization_identifier.value }}", "page": 1, "per_page": 1 }.
5. In Lookup Key Contacts, set URL to https://api.apollo.io/v1/people/search and JSON Body to { "q_organization_domains_list": ["{{ $json.organizations[0].primary_domain }}"], "person_seniorities": ["vp", "head", "director"], "person_titles": ["engineering","technology","product","operations","infrastructure","devops","data science","machine learning","cloud"], "pagination": { "page": 1, "per_page": 10 } }.
6. In Find Contact Email, set URL to https://api.apollo.io/v1/people/match and JSON Body to { "id": "{{ $json.id }}" }.
7. Credential Required: Connect your httpHeaderAuth credentials in Fetch Company Profiles, Lookup Key Contacts, and Find Contact Email (credentials are not configured in the workflow).

Step 3: Set Up Contact Processing and Merge Logic

This section splits contacts, fetches emails, and merges them back into the company record.

1. In Split People Records, set Field to Split Out to people.
2. Lookup Key Contacts outputs to both Split People Records and Combine Person Data in parallel.
3. Keep Combine Person Data as a merge point before Merge Email Mapping.
4. In Merge Email Mapping, keep the provided JS Code to match each person by id and inject person.email.
5. In Format Sheet Payload, keep the provided JS Code and ensure it references Fetch Company Profiles with $('Fetch Company Profiles').all().

Step 4: Configure Google Sheets Output and Updates

These nodes write enriched contacts to your sheet and then read back rows for AI personalization.

1. In Upsert Lead Row, set Operation to appendOrUpdate.
2. Map columns in Upsert Lead Row using expressions like {{ $json.person_email }}, {{ $json.company_name }}, and {{ $json.person_designation }} as shown in the node.
3. Set Document ID and Sheet Name in Upsert Lead Row to your Google Sheet values (replace [YOUR_ID]).
4. In Read Sheet Rows, set the same Document ID and Sheet Name so the AI step reads the correct rows.
5. In Update Sheet Entry, set Operation to update and map Person Email to {{ $('Check Email Empty').item.json['Person Email'] }} and Personalised Email to {{ $json.message.content }}.
6. Credential Required: Connect your Google Sheets credentials in Upsert Lead Row, Read Sheet Rows, and Update Sheet Entry (credentials are not configured in the workflow).

Step 5: Set Up AI Email Generation and Conditional Routing

The workflow checks for missing emails and generates a personalized outreach message only when needed.

1. In Check Email Empty, confirm the condition uses {{ $json['Personalised Email'] }} with the empty operator.
2. In Generate AI Email, keep the model as gpt-4.1 and the long-form prompt in Messages for cold outreach generation.
3. Generate AI Email should connect to Update Sheet Entry to write back the generated email.
4. Credential Required: Connect your OpenAI credentials in Generate AI Email (credentials are not configured in the workflow).
5. Leave No-Op Placeholder connected to the false path from Check Email Empty as a safe sink when no AI generation is needed.

Step 6: Test and Activate Your Workflow

Run a full manual test to validate data flow, then activate for production use.

1. Click Execute Workflow on Manual Launch Trigger to run the pipeline end-to-end.
2. Verify Upsert Lead Row adds or updates rows with company/person fields populated.
3. Confirm Check Email Empty routes only empty rows to Generate AI Email, and Update Sheet Entry writes to Personalised Email.
4. Once outputs look correct, toggle the workflow to Active for production use.