Automated PR Reporter Query Routing
When a reporter query arrives in Gmail, WebRun reads the topic and deadline, looks up the journalist in Muck Rack to confirm their beat and outlet, matches the query to the right client and spokesperson, logs it in Google Sheets, and pings the account lead in Slack with all details so the right person can respond before the reporter's deadline.
How can I automatically route inbound reporter queries to the right PR team member?
When a reporter query arrives, WebRun reads the topic and deadline from Gmail, confirms the journalist's beat in Muck Rack, logs the opportunity in Google Sheets, and pings the right account lead in Slack within minutes. Every inbound media query is routed to the correct person before the journalist's deadline, with no manual triage needed.
- Every inbound reporter query reaches the right account lead within minutes
- No media opportunity is missed because it sat in a shared inbox unclaimed
- Each query is logged with journalist context before the team member picks it up
Built for PR agencies · media relations managers · account leads · PR directors
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - read the inbound query
gmail.com
WebRun opens Gmail to read the inbound query. - Read the inbound reporter query email
- Extract journalist name, publication, query topic, and stated deadline
- Identify which client or spokesperson the query is relevant to
Done when Query topic, journalist details, and deadline are captured.
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2
Muck Rack - look up journalist beat and outlet
muckrack.com
WebRun opens Muck Rack to look up journalist beat and outlet. - Search for the journalist in Muck Rack to confirm their beat, outlet, and recent articles
- Note their typical coverage area and any relevant history with the agency
Done when Journalist beat, outlet, and recent coverage context are confirmed.
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3
Google Sheets - log the opportunity
google.com
WebRun opens Google Sheets to log the opportunity. - Log the query in the inbound opportunities tracker
- Record journalist, outlet, query topic, deadline, matched client, and assigned account lead
Done when The query is logged in the tracker with all routing details.
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4
Slack - ping the account lead
slack.com
WebRun opens Slack to ping the account lead. - Ping the assigned account lead with a summary of the query, journalist details, and deadline
- Include the Muck Rack context and the logged tracker link
- Mark as urgent if the reporter's deadline is within four hours
Done when The account lead has been alerted with everything needed to respond to the journalist.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it reply to the journalist automatically?
No. WebRun routes and logs the query and pings the right team member, but no reply is sent to the journalist without a human composing and approving it. The team always controls the response.
How does it know which account lead to notify?
It matches the query topic and client against a routing map you configure in the Google Sheet, so the right account lead is pinged based on which client the journalist is writing about.
What if the query is not clearly matched to a client?
If the topic does not clearly map to an existing client, WebRun flags it as unmatched in the Google Sheet and pings the agency's general inbox lead in Slack for manual routing.
Related templates
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