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AI Features & Automation

Every AI feature is powered by Google's Gemini model via Vertex AI. All outputs arrive as Gmail drafts or emails to your own inbox — nothing is sent to your contacts automatically.

How the Automation System Works

Every automated job is controlled from the ⚙️Automation tab in your spreadsheet. A single background trigger runs hourly and checks whether any enabled job is due to run. You don't need to have the spreadsheet open for automation to work.

ColumnControls
C — Toggle"On" to enable, "Off" to disable
D — CadenceDaily, Weekly, or Monthly
E — DayDay of week (Mon–Sun), day of month (1–31), or multi-day
F — HourWhat time the job fires (e.g., 9:00 AM)
G–IFeature-specific settings (delivery method, keywords, thresholds)
You can always run any feature manually

Regardless of the toggle setting, every AI feature is available in the Water LLM › AI & Automation menu. Run it any time for an immediate one-off result.

What gets sent to the AI

AI features send only the minimum data needed — calendar event titles, CRM contact fields, email metadata (no body content), or template text. All requests use Zero Data Retention: Google doesn't store your prompts or train models on your data. See Data & Privacy for full details.

Daily Briefing
Daily Briefing Walkthrough (3 min)
LOOM_DAILY_BRIEFING

A morning email covering today's meetings — who you're meeting, what you know about them from your CRM, and AI-generated conversation starters for each.

What's in the briefing:

  • Today's calendar events with times and attendee names
  • For each attendee found in your CRM: company, title, relevant notes
  • AI-generated coaching prompts or conversation starters per meeting
  • Summary of recent email activity with key attendees

Schedule: Daily. Configure in ⚙️Automation row 4.
Run manually: Water LLM › AI & Automation › Daily Briefing

More notes = better briefings

The briefing pulls from the Notes field in your CRM for each attendee. The more context you add there — company background, last conversation, current priorities — the more useful the AI suggestions become.

Email Outreach — Three Independent Pipelines
Email Outreach Setup (5 min)
LOOM_OUTREACH

Water LLM has three independent outreach pipelines. Each one filters your CRM by how long since you last contacted someone, then drafts a personalized email for each matching contact using a template you write. Everything lands as a Gmail draft — nothing is ever sent automatically.

Recommended use of the three pipelines
PipelineSuggested RangeTone
Outreach 1 28–60 days since last contact Warm check-in — you haven't talked in a month or so
Outreach 2 60–120 days Re-engage — it's been a while, more personal
Outreach 3 120–180 days (or LinkedIn-only) Reactivation or LinkedIn follow-up — long time no talk
How each pipeline runs
  1. Filters the CRM by your configured "days since last contact" range
  2. Optionally filters by user-defined fields, "never contacted" flag, or LinkedIn-only contacts
  3. Skips contacts who have a future meeting scheduled (unless you turn this off)
  4. Copies matching contacts into an Email Cache sheet
  5. Creates a Gmail draft for each contact using your template with placeholders filled in
  6. Optionally uses AI to write a personalized opening paragraph per contact
Run Communication Refresh before your first outreach batch

The pipeline filters contacts by Last Contact date. If Communication Refresh hasn't run yet (or hasn't completed all its passes), Last Contact may be blank or stale for many contacts. This means contacts you emailed last week could incorrectly appear in a "60+ days" segment.

Run Contacts & Sync › Communication Refresh and confirm it has completed (check ⚙️Status) before running your first outreach batch.

Available template placeholders
PlaceholderFilled With
{{FIRST NAME}} / {{LAST NAME}}Contact's name
{{COMPANY}} / {{TITLE}}Company and title
{{EMAIL 1}} / {{EMAIL 2}}Email addresses
{{NICKNAME}}Nickname (if set)
{{CITY}} / {{REGION}}Location fields
{{LAST CONTACT}}Last Contact date
{{LAST CONTACT METHOD}}How you last connected (e.g., "Meeting")
{{NOTES}}CRM Notes field
Configuring a pipeline
  1. 1
    Go to Water LLM › Configure Tools › Email Outreach 1 (or 2 or 3)
  2. 2
    Set the date range (min–max days since last contact)
  3. 3
    Write your email subject and body using the placeholder chips
  4. 4
    Optionally enable AI personalization, contact filters, or LinkedIn-only mode
  5. 5
    Toggle the job On in ⚙️Automation (rows 8–10) and set the schedule
Meeting Prep
Meeting Prep Walkthrough (3 min)
LOOM_MEETING_PREP

Generate a comprehensive AI briefing before an important meeting — delivered to your inbox so you can read it on the way there.

  1. 1
    Go to Water LLM › Create › Meeting Prep
  2. 2
    Select an upcoming meeting from the next 7 days
  3. 3
    Choose the attendee(s) to research
  4. 4
    Choose a prep type:
    • First Call / Discovery — company research, SWOT analysis, ICP positioning, conversation flow
    • Follow-Up / Proposal — recap past touchpoints, objection handling, next steps
    • Check-In / Relationship — account health, expansion signals, conversation starters
  5. 5
    Click Generate — the briefing is emailed to you
Set up your ICP for better Discovery briefings

Go to Water LLM › Configure Tools › Meeting Prep and fill in your Ideal Client Profile (ICP) and products/services description. The AI uses these to assess prospect fit and tailor discovery questions to your specific practice.

Calendar Insights

A weekly email analyzing the next two weeks of your calendar — patterns, gaps, and specific scheduling suggestions.

What it analyzes:

  • Groups meetings by type using keywords you define (e.g., "Coaching", "Sales", "Admin")
  • Flags meetings where guests haven't RSVPed
  • Identifies back-to-back blocks, overloaded days, light weeks
  • Offers specific scheduling suggestions to optimize your time

Schedule: Weekly. Configure in ⚙️Automation row 11.
To set keywords: Water LLM › Configure Tools › Calendar Insights — enter comma-separated keywords (e.g., Coaching,Strategy,Sales Call,1-1). Meetings are categorized by the first keyword that matches their title.

Match how you actually name events

Include both spelled-out and abbreviated forms (e.g., "discovery call, disco"). The match is keyword-based against the event title — think about the exact words you type when creating a calendar event.

Monthly Business Insights

A monthly email with a full business health snapshot — calendar activity, email volume, invoice summary, and AI-generated analysis of patterns, risks, and suggestions.

What it covers:

  • Meeting types and counts for the past and next 30 days
  • Email volume: sent and received counts (metadata only — no email content is read)
  • Invoice totals, outstanding amounts, and payment trends
  • AI narrative highlighting what's going well and what to watch

Schedule: Monthly. Configure in ⚙️Automation row 12.
Run manually: Water LLM › AI & Automation › Monthly Business Insights

Relationship Manager (Task Manager)

Scans your CRM, Client Tracker, Invoices, and Calendar daily, then delivers a consolidated action list of things that need your attention.

Task TypeWhat Triggers ItConfigurable?
Ghosting Contacts No activity past threshold (default: 90 days) Yes — set days
Overdue Invoices Date Sent but no Date Paid past threshold (default: 60 days) Yes — set days
Meeting Notes Today's meetings where CRM Notes may need updating Toggle on/off
Stale Pipeline Deals Deals not updated recently (default: 14 days) Yes — set days
LinkedIn Follow-Ups Too long since last LinkedIn import (default: 30 days) Yes — set days

Delivery options: Email digest, Google Calendar block, or Google Tasks list. Configure at Water LLM › Configure Tools › Relationship Manager.

Schedule: Daily — ⚙️Automation row 7.
Run manually: Water LLM › AI & Automation › Relationship Manager

Newsletter / Subscription Digest
Newsletter Digest Setup (2 min)
LOOM_NEWSLETTER

Collects newsletter and subscription emails from the last 24 hours, summarizes each one with AI, groups them by topic, and sends you a single daily digest — instead of dozens of individual emails in your inbox.

How it works:

  1. Searches your Gmail Subscriptions label for emails from the last 24 hours
  2. Groups emails from the same sender
  3. Summarizes each group (content-focused — facts and numbers, not meta descriptions)
  4. Clusters summaries into topic buckets (AI & Tech, Business, Health, etc.)
  5. Sends you one consolidated HTML email with colored section headers
Emails need the Subscriptions label to be included

The Subscriptions Gmail label was created during onboarding. Set up Gmail filters to automatically apply this label to newsletters — or drag emails onto it manually. Only labeled emails are included in the digest.

Schedule: Daily — ⚙️Automation row 5.
Run manually: Water LLM › AI & Automation › Subscription Roll Up

Birthday Drip

Drafts personalized birthday emails for contacts with upcoming birthdays — as Gmail drafts, not sent automatically. You review and send.

Water LLM scans the CRM Birthday field daily and creates a Gmail draft N days before each birthday (default: 3 days). Configure the days-ahead value and toggle this feature in Water LLM › Configure Tools › Relationship Manager.

Schedule: Daily — ⚙️Automation row 24.

Gmail draft limits

Gmail allows 50 drafts/day on personal Gmail, 1,500/day on Google Workspace. If many contacts share the same birthday week, Water LLM will notify you when approaching the limit rather than silently skipping contacts.

Voice & Writing Style Guide
Setting Up Your Style Guide (3 min)
LOOM_STYLE_GUIDE

Your Style Guide is a Google Doc in your Drive that tells the AI how you sound. When any AI feature generates content — outreach emails, meeting prep briefs, daily briefings — it reads your Style Guide first so the output sounds like you, not like generic AI text.

To set up or open it: Water LLM › Configure Tools › Voice & Writing Style

SectionWhat to Write
About My Business What you do, who you serve, your value proposition
Sounds Like Me Phrases, sentence structures, or examples that match your voice
Doesn't Sound Like Me Language or tone you want to avoid (e.g., "corporate speak", exclamation marks, AI-isms like "I hope this email finds you well")
Additional AI Context Anything else the AI should know when writing for you — your typical clients, industry context, things you care about
The more specific, the better

Vague instructions ("be friendly") produce generic results. Specific examples ("I usually open with a reference to something specific we talked about") produce emails that feel personal. Paste in 2–3 real email examples you've written as reference for the "Sounds Like Me" section.

Automation Troubleshooting
ProblemWhat to Check
A job isn't running on its schedule
  1. Is the toggle (column C) set to "On" in ⚙️Automation?
  2. Does column F have a valid hour value?
  3. Go to Extensions → Apps Script → Triggers and confirm timedTriggerDispatcher exists
  4. Check ⚙️Status for error messages from recent runs
AI output was cut off or incomplete Each feature has a maximum output length (token limit). Very full schedules or large CRMs can hit this limit. It's a Gemini model constraint — not a Water LLM bug. The output contains everything up to the limit.
Outreach drafted emails for the wrong contacts Check the date range configured for that pipeline. Also run Communication Refresh first — if Last Contact dates are stale, contacts may appear in the wrong segment.
Rate limit error in ⚙️Status The job will retry automatically on the next scheduled run. If it persists, spread your jobs further apart in ⚙️Automation.
Trigger got deleted (jobs stopped running entirely) Go to Water LLM › Settings › Sheet Settings & Triggers to reinstall the timed trigger.
Last updated: May 2026
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