Steps to install and use the
free AI Email Assistant for Zoho CRM
Creating personalized, timely follow-up emails in Zoho CRM can be a challenge—especially when trying to tailor each message based on past conversations. The Free AI Email Assistant for Zoho CRM simplifies this process by using ChatGPT to analyze historical email communication and generate smart, relevant follow-up emails with just a click.
This extension scans all past emails linked to a Lead’s primary and secondary email addresses, summarizes the conversation context using ChatGPT, and generates a personalized email subject and body. The results are automatically populated into custom fields on the Lead record, and the message can be sent instantly using a pre-configured Zoho CRM email template.
You can test the extension without entering an API key – up to 5 emails can be generated for free. After that, you’ll need to enter your own ChatGPT API key to continue using the functionality.
On this page, you’ll find a full video walkthrough and detailed step-by-step instructions – complete with screenshots – on how to install, configure, and use the extension in your Zoho CRM.
Prerequisites & Key Features
Before installing the extension, please ensure that:
You are using a paid Zoho CRM edition (Standard, Professional, Enterprise, Ultimate, Zoho One, or Zoho CRM Plus).
Your CRM license supports the creation of the following custom fields in the Leads module:
1 Checkbox field
1 Single-line field
2 Multi-line field
A custom email template named “Plug and Play Smart Lead Follow-Up” will be automatically created and linked to the Leads module.
You have at least one email account integrated with Zoho CRM or Zoho One to allow retrieval of related email conversations.
You can check the limits for your plan here or directly in your CRM as demonstrated in the video walkthrough.
A ChatGPT API key is required for ongoing use after the first 5 emails. You can create a free ChatGPT account and generate your API key by following the instructions on this page or in the included video guide. ChatGPT may require payment or credits for data processing as shown in the video walkthrough.
Data Security & Privacy
The extension only accesses email conversations associated with a specific Lead – based on the Lead’s email address(es).
This data is sent to ChatGPT for analysis, along with relevant identifiable information required to generate an accurate and personalized response.
Your data is never stored or accessed by the extension developer. If you use your own ChatGPT API key, all data is securely transmitted directly to OpenAI via their API.
No email content or CRM data is visible to or stored by Plug&Play Technologies.
Upon installation, the extension will automatically create the following custom fields in your Zoho CRM Leads Module:
Plug&Play AI Assistant Email Generator – A checkbox to trigger email generation for a Lead
Plug&Play AI Assistant Subject – Stores the AI-generated email subject
Plug&Play AI Assistant Body – Stores the AI-generated email body/content
Plug&Play AI Assistant Error Log – Stores any error messages received from ChatGPT
Key Features of the Free AI Email Assistant for Zoho CRM
Automatically retrieves all past email conversations stored in Zoho CRM, including messages from any integrated user email accounts, that are associated with the Lead.
Sends conversation history to ChatGPT to generate a personalized subject + email body
Automatically populates these into CRM fields
Easily send the generated email using the “Plug and Play Smart Lead Follow-Up”template created by the extension
Displays any issues in the error log field, making it easy to troubleshoot
Supports up to 5 email generations for free (no API key required); unlimited use available once you connect your own ChatGPT API key
Video Walkthrough
For a full setup guide, including:
How to install the extension
Testing the free version
Generating and connecting your own ChatGPT API key
Verifying custom field and email template creation
Integrating your email account with Zoho CRM
Sending AI-generated follow-up emails
Please refer to the step-by-step video walkthrough on this page:
Step 1:
Step 2:
Step 3:
Step 4:
Step 5:
Step 6:
Step 7:
Step 8:
Step 9:
Step 9:
