How to Build Email Workflow Automation That Saves You Time

Every day you read a client email, click a few apps, and end up with a half‑finished task.

Below is a usable how‑to that walks you through five concrete steps to set up reliable email workflow automation for work that arrives by email and has to be finished in another app. If you want automated sending instead, such as welcome sequences or drip campaigns, an email marketing platform is the right tool, and this guide does not cover it.

Table of contents

• Step 1: Identify the work that starts in email
• Step 2: Decide whether the job is fixed or different every time
• Step 3: Choose your automation method
• Step 4: Write the instruction and destination clearly
• Step 5: Test the result and add safe defaults
• FAQ
• Conclusion

Step 1: Identify the work that starts in email

The first thing you need to do is scan your inbox for patterns. Look for repetitive actions that always begin with an email: adding a new lead to a CRM, saving an attachment, or creating a follow‑up task. Write down the exact wording you use in those emails and note the app that receives the data.

For example, a sales rep might forward a prospect’s details with the note “Add this person to HubSpot and follow up Friday.” A project manager could forward a design brief and say “Save the PDF in the Acme folder on Google Drive.” Those are the seeds of automation.

When you list the tasks, categorise them by frequency (daily, weekly, ad‑hoc) and by the destination app. This list becomes your automation backlog.

Once you have that list, you’re ready to decide whether each job follows a fixed pattern or needs a fresh instruction each time.

Step 2: Decide whether the job is fixed or different every time

Some email‑driven jobs repeat exactly the same way: every time you receive a support ticket, you want to create a task in Asana with the same fields. Those are fixed jobs and fit classic workflow tools.

Other jobs change with each email: the contact’s name, the deal amount, or the folder name. Those are variable jobs and need a system that lets you write a new instruction on the fly.

Fixed jobs are common enough that many apps build them in. Qualtrics, for example, has email triggers that send a notification whenever a survey response meets conditions you set.

A Zap can handle a fixed job, but for short, ad‑hoc tasks the work of building and maintaining one outweighs the benefit. Variable jobs suit ForwardThis better: you forward the email and type the instruction.

Take a moment to mark each item on your list as “fixed” or “variable.” This simple matrix will guide the tool you pick in the next step.

Step 3: Choose your automation method

If the job is fixed, a traditional integration platform like Zapier or Make can handle it. They let you map fields once and run the same flow forever.

If the job is variable, you want an email‑first tool that interprets your instruction each time. ForwardThis does exactly that: you forward the email, add a plain‑text instruction, and it carries out the action in the target app, then emails you a record of what happened.

Here’s a quick decision guide:

• Fixed, high‑volume: Zapier, Make, Power Automate.
• Variable, low‑volume, quick turnaround: ForwardThis.
• Mixed environment with both needs: use ForwardThis for the ad‑hoc bits and a Zap for the repetitive, high‑volume flows.

ForwardThis also offers a free plan that includes 10 actions a month, letting you try the email‑first approach at no cost.

When you pick a method, keep your integration list in mind. ForwardThis connects more than 140 apps, including HubSpot, Google Drive, Asana, Notion and Slack, all without writing code.

Step 4: Write the instruction and destination clearly

The email you forward is what starts the job. In the body, write a short, imperative sentence that tells the system exactly what to do. Use the format “Action, Object, Details.” For example:

• “Add this contact to HubSpot.”
• “Save the attached PDF in the Acme Proposals folder in Google Drive.”
• “Create an Asana task titled ‘Follow up with client’ due next Tuesday.”

Notice the verb first, then the object, then any qualifiers. A request in this order leaves the least room for doubt.

When you specify a destination, include the exact name of the workspace or folder. If you need a custom field, mention it verbatim; ForwardThis will map it if the integration supports it.

For fixed jobs, you could instead set up a static Zap that watches a specific label or subject line. But even then, a clear email subject makes troubleshooting easier.

ForwardThis’s memory feature can remember recurring destinations, so after a few uses you can shorten the instruction to “Save this and follow up Friday.” That reduces friction while keeping the command unambiguous.

A fuller example: forward an email from a new prospect that says “Add John Doe to HubSpot, log a note that he asked for pricing, and remind me Monday.” ForwardThis will create the contact, log the note and set the reminder, then reply with what it did.

The Google Drive integration page lists everything ForwardThis can do in Drive.

Now that the instruction is clear, you can move to testing.

Step 5: Test the result and add safe defaults

Before you rely on the automation, run a test email. Forward a copy of the original message to ForwardThis at do@forwardthis.io (or your Zap endpoint) and watch the reply. ForwardThis’s reply lists what it did, with a link to each new item where the app provides one.

If the result looks off (say the file landed in the wrong folder), tweak the instruction. Small changes like adding “in the ‘Acme’ folder” often fix mis‑routed items.

For safety, check which defaults prevent accidental data loss. ForwardThis includes a 24‑hour undo window for reversible actions. For non‑reversible steps, it asks for your approval before acting.

Document the test cases in a simple table so new team members can repeat them. Over time you’ll build a library of “golden” emails you know work.

Once the test passes, turn the email forwarding into a habit. Forward any new request, add the one‑sentence command, and let the system handle the rest. You’ve just turned a manual admin step into a reliable, auditable process.

For more jobs you can hand over by email, see ForwardThis workflows.

FAQ

Can I automate email tasks without any coding?

Yes. ForwardThis lets you forward an email and type a plain‑text instruction, and it will act on the target app without any code or pre‑built workflow.

Is ForwardThis safe for handling sensitive data?

ForwardThis only acts on emails sent from addresses you have verified, deletes email content after 24 hours (72 hours if a job failed), and lets you undo reversible actions for 24 hours. Anything that is hard to reverse or reaches another person waits for your approval first.

How does ForwardThis differ from Zapier?

A Zapier Zap is a fixed trigger‑action flow you design in advance, while ForwardThis works ad‑hoc: you send the instruction each time, making it ideal for variable, low‑volume tasks.

What apps does ForwardThis integrate with?

It connects more than 140 apps, including HubSpot, Google Drive, Asana, Notion, Slack, Microsoft Teams, Dropbox, Todoist, ClickUp, Linear, Jira, Monday.com, Zoom and GitHub.

Do I need a paid plan to use ForwardThis?

No. ForwardThis offers a free plan with 10 actions a month, so you can start automating right away.

Conclusion

Start with ForwardThis for the variable email tasks you identified, write clear one‑sentence commands, and test each flow before you rely on it. Try it by forwarding a real email to do@forwardthis.io.