Want to send cold emails that actually get replies? This tutorial shows how to build a personalized cold outreach workflow in Needle that researches prospects and generates custom emails at scale.

Overview

The workflow pulls lead data from Google Sheets, researches each person online using AI, generates personalized emails based on their profile, and sends them automatically—turning generic cold emails into personalized conversations that drive responses.

Key Actions

1. Load Prospects – Pull lead data from Google Sheets with name, email, role, and company info
2. AI Research – Searches the web for each prospect's background, recent activity, and interests
3. Email Generation – Creates personalized email copy using GPT-5 based on research findings
4. Automated Sending – Sends emails via Gmail with custom subject lines and personalization

What You'll Need

• Google Sheets – Spreadsheet with prospect data (columns: username, user_email, role, company_size, tools, source, created_at) _Tip: The more data you include, the better the personalization
• Gmail Account – Connected to send emails
• Needle Account – For AI research and email generation

How It Works

For each lead in your Google Sheet:

1. The workflow reads all prospect rows from your spreadsheet
2. Data is transformed into structured JSON objects with each field mapped correctly
3. AI research runs in parallel for each prospect:
   • Web Search: Finds LinkedIn profile, recent posts, company news
   • Social Activity: Discovers their interests and recent work
   • Professional Context: Identifies their role, challenges, and tech stack
4. Research data is merged with original prospect information
5. GPT-5 generates a personalized email that:
   • Greets by name and references their specific role
   • Mentions signup date or how they found your product
   • References tools they're interested in
   • Sounds natural – no corporate jargon or obvious templates
   • Includes offer – like 1 month free Pro access
   • Clear CTA – request for a 15-minute call
6. Email is sent automatically via Gmail with:
   • Custom subject line
   • Personalized body text
   • Proper formatting with line breaks
7. All data flows through merge nodes to combine CRM data, research, and generated content

Customization Tips

Adjust the Research Depth

Change the

maxSteps

Modify Email Template

Edit the system prompt in the email generation node to change:

• Tone (formal vs casual)
• Length (currently under 100 words)
• Offer details
• CTA approach

Filter Prospects

The workflow includes an optional code node that can filter your list. Remove it to process all prospects, or modify it to:

• Skip already contacted leads
• Target specific segments
• Resume from a specific row

Rate Limiting

For large lists, consider adding a Wait node between emails to avoid Gmail sending limits and maintain deliverability.

Wrap-up

With this Needle workflow, sales and marketing teams can send hundreds of personalized cold emails that feel hand-written. Each email references real information about the prospect, dramatically increasing response rates compared to generic blast campaigns. Perfect for SDRs, founders, and growth teams running outbound campaigns at scale.