Zapier + OpenAI Automation Expert Needed – Dropbox to Gmail Performance Email Workflow

Project Overview I am looking for an experienced Zapier automation specialist to build an automated workflow that reads Excel files from Dropbox, analyzes employee performance data using OpenAI, and generates personalized Gmail drafts from our company email domain. The goal is to reduce the manual effort involved in reviewing performance data and drafting employee communications while maintaining managerial oversight through draft review. This engagement will begin as a small pilot project and may expand into a larger automation initiative if successful. ________________________________________ Current Process Each week, we receive multiple Excel files containing employee performance information. Managers currently review the files manually and create individualized communications such as: • Recognition emails • Coaching emails • Performance concern emails • Compliance reminders • Weekly performance summaries The process is time-consuming and repetitive, making it a strong candidate for automation. ________________________________________ Data Inputs The long-term solution should support: • Approximately 8–12 Excel files per week • 10–20 performance metrics per employee • 50–150 employees • Typically a few hundred records per week Examples of metrics include: • Safety observations • Attendance and punctuality • Quality metrics • Productivity metrics • Compliance issues • Escalations • Customer feedback • Coaching history • Recognition opportunities • Trend analysis • Operational exceptions The solution should be flexible enough to accommodate additional metrics and source files over time. ________________________________________ Desired Workflow 1. Dropbox Intake The workflow should: • Monitor designated Dropbox folders • Detect newly uploaded Excel files • Read and process Excel data • Handle multiple files • Move completed files to an archive folder • Flag processing errors 2. Data Consolidation (preferred) The workflow should consolidate data from multiple Excel files into a single employee-level view. The objective is to create one complete performance profile per employee rather than generating separate communications from each source file. 3. AI Analysis Using OpenAI, the workflow should: • Analyze performance metrics • Determine communication type • Apply appropriate tone and severity • Generate personalized email content 4. Email Generation The workflow should support: • Recognition messages • Coaching communications • Performance concern notifications • Compliance reminders • Weekly report cards • Escalation notices 5. Gmail Draft Creation The preferred approach is: • Create Gmail drafts for manager review • Send through our company email domain • Allow review and approval before sending 6. Audit Logging Maintain a log showing: • Employee • Date generated • Communication type • Draft status • Source files used ________________________________________ Preferred Technology • Zapier • OpenAI API • Gmail / Google Workspace • Dropbox • Excel Alternative solutions are welcome if they improve reliability, maintainability, or cost. ________________________________________ Deliverables • Fully functioning automation workflow • Zapier setup and configuration • Dropbox integration • Gmail integration • OpenAI prompt design • Testing and validation • Documentation • Knowledge transfer session • Ability for non-technical users to update prompts and templates ________________________________________ Pilot Project We will start with a pilot to validate the approach before expanding. Pilot Scope • Read 1–2 Excel files from Dropbox • Process approximately 25–50 employee records • Evaluate 2–3 performance metrics • Generate personalized Gmail drafts • Basic logging and error handling Pilot Budget Fixed Price: $250 The pilot will be used to validate: • Technical approach • Quality of generated emails • Reliability of automation • Ease of maintenance Successful completion is expected to lead to additional phases and expansion work. ________________________________________ Future Expansion Potential future enhancements include: • Additional Excel files • Additional performance metrics • Automated scorecards • Recognition automation • Coaching automation • Dashboard reporting • Trend analysis • SMS generation • Team chat message generation • Management reporting ________________________________________ Ideal Candidate Please apply only if you have experience with: • Zapier • OpenAI integrations • Gmail automation • Dropbox automation • Excel processing • Business workflow automation Experience creating AI-powered communication workflows is strongly preferred. ________________________________________ When Applying Please provide: 1. Examples of similar Zapier/OpenAI automations you have built. 2. Recommended architecture for this solution. 3. Estimated timeline for the pilot. 4. Fixed-price proposal. 5. Suggestions for future scalability and enhancements. I am looking for someone who can build the pilot successfully and potentially partner on future phases as the automation expands.