LFCN

 Full Automation Feasibility for SAF LLC's AI Video Service Pipeline

End-to-End Automation Feasibility – Yes

Verdict: The entire delivery pipeline can be automated end-to-end using available APIs and automation tools. Each stage – from client intake to video generation, link retrieval, email delivery, and follow-up – can run hands-free with the right integrations. There are no insurmountable technical blockers, though a few steps require careful configuration (e.g. API access and timing). Overall, with tools like Zapier/Make and vendor APIs (HeyGen, ViewMedica), SAF LLC can achieve a fully automated workflow.

Automating ViewMedica Link Retrieval

ViewMedica API: ViewMedica provides a Data API for On-Demand content, enabling programmatic access to video datadocumentation.viewmedica.com. Using this API (with the client’s account credentials or API key), the automation can pull a list of the 20 videos selected by the client. For example, a GET Videos endpoint likely returns all videos in the client’s library (each video has a unique ID/title), and a GET Video endpoint can retrieve details for a specific video such as its embed or share URL. Each client account would use its own API key or token in requests (stored securely in the automation tool).

Pre-Generated Link Structure: If using the API is not desired, ViewMedica’s system supports share links for each video. The On-Demand player has a “Share” function that generates a URL to a ViewMedica-hosted page branded to the client’s facilityhelp.viewmedica.comhelp.viewmedica.com. In practice, these share URLs include the client’s account identifier and the specific video ID. Once the pattern is known (e.g. via one manual retrieval or documentation), the automation can construct the 20 video links by combining the account’s code and the selected video IDs – no manual copy-paste needed. This is essentially a pre-generated link structure per client account. For instance, if a client’s account code is included in their embed code, the automation can template something like https://viewmedica.com/share/<AccountCode>#vm_<VideoID> (illustrative format) for each chosen video. In summary, yes – ViewMedica links can be pulled automatically, either by calling the official API or by generating the known share/embed URLs for that client’s account.

No-Code Tools for a Hands-Free Workflow

Form Submission Integration: The Purchase/Intake form (email, photo upload, video selections) can trigger an automation workflow. If the form is built in GoHighLevel (GHL) or another platform, it can invoke a webhook or Zapier trigger when submitted. Off-the-shelf automation services like Zapier or Make (Integromat) can catch this trigger and then orchestrate the subsequent steps. GHL itself also has workflow automation; for example, a GHL trigger can send the form data to Zapier or run a webhook. This eliminates manual data handling – the client’s inputs flow directly into the fulfillment pipeline.

HeyGen Avatar Video Generation: HeyGen offers a robust API for programmatically creating AI avatar videos, and it even has a Zapier integration for no-code usagedocs.heygen.com. Upon form submission, the automation can take the client’s uploaded photo and desired scripts (assuming the 4 avatar video scripts are predefined or templated) and call HeyGen’s API to generate the videos. There are two possible approaches:

• Instant Photo Avatar: HeyGen’s Photo Avatar API allows using a single photo to create a talking avatar videodocs.heygen.comdocs.heygen.com. The workflow would first call an endpoint to either upload/train the photo as a temporary avatar or use a “talking photo” feature, then request video generation with that avatar and a text-to-speech voice. HeyGen’s API lets you specify avatar (including custom photo avatars), voice language, and the script, then returns a video URL upon completion. This can be fully automated via HTTP requests (Zapier’s Webhooks action or Make’s HTTP module) with the client’s API key. HeyGen’s documentation provides endpoints like POST /v2/videos for video generation and X-Api-Key authenticationdocs.heygen.com, enabling seamless integration.
  
  

• Pre-Trained Custom Avatar: If SAF LLC pre-enrolls each client with a custom avatar in HeyGen (some platforms allow creating a personalized avatar model of a person), the automation can simply reference that avatar’s ID in the API calls. However, given the pipeline’s aim for hands-free operation, the Photo Avatar approach is likely – it’s on-the-fly and doesn’t require manual avatar setup. The HeyGen API supports generating “live-looking photo avatar videos” directly from uploaded imagesdocs.heygen.com.
  
  

Automation of HeyGen via Zapier/Make: Using Zapier’s built-in HeyGen integration or a custom API call, the workflow can pass the photo URL and video parameters to HeyGen. Zapier even has example recipes (actions) to “Create an Avatar Video”docs.heygen.com. The main consideration is to handle the asynchronous nature of video rendering. HeyGen may take e.g. 1–3 minutes per video to render. The automation should either: 1) Poll for video completion or 2) Use webhooks. HeyGen’s API can send a webhook when the video is ready, which Zapier can catch (using a “Webhook Catch” trigger) to resume the flow. Alternatively, the workflow can insert a delay and retry loop (Make.com allows iterative checks) until the video URLs are available. This ensures the next step (email delivery) includes working video links. In short, generating the 4 HeyGen avatar videos can be fully automated – no human editing – with the above tools.

Retrieving ViewMedica Video Links: Once HeyGen videos are ready, the automation gathers the 20 ViewMedica links for the client’s chosen videos. As discussed, this can be done via API calls to ViewMedica’s Data API. For example, a script step could take the list of video IDs selected from the form and call a “GET video” endpoint for each to obtain its share URL or embed snippet. If Zapier is used, the Webhooks by Zapier action can perform these GET requests with an API key in headers (Zapier supports custom API calls in workflows). Make.com similarly can iterate over the list of IDs and fetch each link. If an API isn’t available or convenient, an alternative is to store a lookup of video IDs to URLs (since the library is finite – e.g. a JSON or spreadsheet of all possible videos). The workflow could then simply map the selected IDs to their pre-known URLs. Notably, ViewMedica’s WordPress plugin demonstrates that one can “instantly embed any video in your account” by selecting itwordpress.com, meaning the data for all video links is accessible – the automation essentially reproduces this selection process in the backend. Thus, with either direct API calls or a prepared data source, the 20 video links can be retrieved without manual effort.

Email Composition & Sending: After assembling the HeyGen video links (likely URLs to the generated video files or HeyGen’s player) and the 20 ViewMedica links, the system sends a fulfillment email to the customer. This email is dynamically populated with the personalized content: it will greet the client by name, and list all their unique video links. Automation tools support templated emails with variables – for instance, Zapier can send an email via Gmail or SMTP using fields from earlier steps. GoHighLevel’s built-in email templates can also be used by passing data into custom fields. Each link can be inserted in the body (perhaps as a bullet list of video titles hyperlinked to each URL, for readability). This is a straightforward mail-merge task: the workflow can take the array of links and format them into an HTML list in a “Compose Email” step. Indeed, HeyGen’s own docs highlight use-cases like mail merge with Gmail to deliver personalized video linksdocs.heygen.com, which is analogous to what we need – confirming that dynamic emails with custom URLs are routine. Once composed, the email is sent automatically from the desired address (e.g. the company’s info@SAFllc email or via GHL’s SMTP). No manual intervention is needed – the customer will receive a polished email containing: links to their 4 newly rendered avatar videos (hosted on HeyGen or re-uploaded to a cloud storage), plus the 20 ViewMedica on-demand video links tied to their account.

Dynamic Personalization of Emails

Every customer’s email will have unique URLs, but using templates ensures this is automated. The email template can include placeholder variables for things like the client’s name, their practice name, and a section for the video links. During the automation, these placeholders get replaced with the actual data. For example:

• HeyGen Video Links: If the HeyGen API returns URLs or IDs for the 4 videos, the workflow stores them (e.g. video_url_1, video_url_2, etc.) and injects them into the email content. These could be formatted as clickable text (e.g. “Welcome Video – View Here”).
  
  

• ViewMedica Links: Similarly, the 20 educational video links can be merged in. A best practice is to also include the video title for clarity. The automation can loop through the list of 20 and build a nice HTML snippet (Zapier Code step or Make iterator) that looks like:
  - [Video Title 1](<link1>)
  - [Video Title 2](<link2>) … and so on.
  
  

Since each client’s selection is different, this dynamic insertion is crucial. Fortunately, modern marketing automation handles this well. In sum, email templates can definitely be populated with each customer’s specific ViewMedica and HeyGen URLs, using either built-in template language or by constructing the email body in the workflow. This achieves a personalized delivery at scale.

24-Hour Review & Referral Email Scheduling

The final stage – sending a follow-up email 24 hours later – is also automatable. Tools like Zapier have a “Delay” action where you can pause the workflow for 24 hours before executing the next step. For example, right after the fulfillment email is sent, the zap can enter a delay queue and then proceed to send the review/referral email a day later. GoHighLevel’s campaign builder can do this as well: you could add the client to a nurture campaign that has “Email 2” scheduled for +24h after fulfillment. The content of this email would be a standard template (thanking them, asking for feedback or referrals, etc.), possibly with the client’s name merged in. By scheduling it automatically, no human needs to remember to send it. Just as with the fulfillment email, the follow-up’s personalization and sending are handled by the workflow. This ensures a hands-free follow-up, improving consistency in customer experience.

Potential Blockers & Workarounds

While the entire pipeline is technically automatable, here are a few considerations and how to address them:

• ViewMedica API Access: Ensure each client’s account API key or credentials are available. If ViewMedica doesn’t provide an easily accessible API key in their UI, SAF LLC may need to request it from the ViewMedica team or use the account’s login in API calls. Workaround: If API keys are not available, fall back to using known embed codes. Upon setting up a new client account, SAF LLC could generate the “list of embed codes” once (via the dashboard) and save those links. Those saved links can then be referenced by the automation. This reduces runtime API calls and serves as a backup if direct API calls are limited.
  
  

• Multiple Account Management: Since each client has a separate ViewMedica account, the automation needs to know which account to pull links from. This can be handled by storing a mapping of client -> API credentials or account ID. For instance, if using Zapier, one could maintain a private spreadsheet or database table that the zap looks up when a new order comes in. The lookup yields the appropriate credentials for that client’s ViewMedica account, which the zap then uses in API calls. This adds a bit of setup per account, but it’s a one-time configuration that enables scaling the process.
  
  

• HeyGen Video Rendering Time: As noted, generating avatar videos isn’t instantaneous. A blocker would be sending the email before videos are ready. The solution is to implement a wait-until-ready mechanism. Zapier’s built-in integration might handle this by only returning once the video URL is available. If not, using HeyGen’s webhook callback (the API can send a notification when rendering is done) is ideal. The automation can be split into two: one part kicks off video generation, the other part is triggered by the “video complete” callback to gather the output URLs and then continue. Make.com offers iterative polling – the scenario could check video status every X minutes until done. These workarounds ensure the timing issue is solved and the final email only goes out with all links intact.
  
  

• Formatting 20 Links in an Email: Inserting a large number of links could make an email cluttered. While not a technical blocker, it’s worth using a clean format (bulleted list or even a link to a dedicated landing page). A possible enhancement: the fulfillment email could provide one master link to a landing page or portal where all 20 videos are listed (that page could be auto-generated per client). However, that introduces extra complexity (generating pages). If sticking to email only, test the template to ensure it displays well across email clients. Fortunately, plain hyperlinks to ViewMedica’s site are lightweight (just text URLs), so 20 of them is manageable. If needed, the automation could split them into categories or multiple paragraphs for readability.
  
  

• Tool Limitations and Workarounds: Off-the-shelf platforms have some constraints:
  
  

  • Zapier: While it can make API calls, complex looping (e.g. iterating through 20 videos) might require a Code step or multiple tasks. If Zapier becomes too unwieldy for looping, Make.com (Integromat) is a stronger choice since it natively handles array iterations and branching logic. Make could retrieve the list of 20 IDs and fetch all links in parallel, then aggregate them for the email – all within a visual flow.
    
    

  • GHL (GoHighLevel): GHL is great for hosting the form and sending templated emails, but it might not natively integrate with HeyGen or perform advanced logic. The recommended approach is to use GHL for what it does best (forms, CRM, and email sequencing) and use webhooks out to Zapier/Make for the heavy lifting (video gen and data retrieval). For example, upon form submission, GHL can trigger a webhook (to Zapier) with the form data. After the Zap completes the fulfillment (videos + email), GHL can take back over to schedule the 24h follow-up in its system (or Zapier can simply handle the delay and send via Gmail/SendGrid). This hybrid approach leverages each tool’s strengths. There’s no showstopper here – just design the integration carefully so data flows between GHL and Zapier smoothly (using contact email or an ID to tie steps together).
    
    

In summary, any “blockers” in the default process can be resolved with available features or slight process tweaks. None require custom software development beyond using these automation services and APIs.

Recommended Tools & API Endpoints

To implement the fully automated pipeline, we recommend the following technologies and integrations:

• HeyGen API – Use HeyGen’s REST API for video generation. Key endpoints include:
  
  

  • Create Video: POST https://api.heygen.com/v2/videos (with JSON payload specifying avatar, voice, script, etc.). This produces the avatar video. HeyGen’s documentation and Zapier actions support thisdocs.heygen.comdocs.heygen.com. If using the client’s photo dynamically, leverage the Photo Avatars API flow (upload photo -> get avatar ID -> use avatar ID in video creation)docs.heygen.com. Ensure you obtain an API key from your HeyGen account to authenticate requests.
    
    

  • Webhook/Status: If needed, set up a webhook URL in HeyGen to receive a notification when each video is rendered (the API docs show how to specify a callback or you can poll an endpoint for video status). This will help coordinate the flow without manual waits.
    
    

• ViewMedica Data API – Utilize ViewMedica’s Data API to fetch video information. After logging into the client’s ViewMedica account (or via an API token), use endpoints such as:
  
  

  • List Videos: an endpoint to list all video entries available to that account (likely returns video IDs, titles, descriptions, etc.). This can be filtered or searched if needed. The existence of “GET Videos” and “GET Video” in ViewMedica’s docs suggests these endpointsdocumentation.viewmedica.com. For example, there may be a GET /api/v1/videos (to get all) and GET /api/v1/videos/{id} (to get details or a direct embed link for one video). The automation would call these for the 20 selected IDs.
    
    

  • If an official API endpoint for direct share links isn’t available, use the embed code structure. Typically, an embed code might look like a snippet with an iframe pointing to a URL on ondemand.viewmedica.com or similar, containing the video identifier and account key. By extracting that format (which can be done once manually via the “Installation Codes” → “Generate List” feature), the code can programmatically insert the appropriate IDs.
    
    

• Zapier or Make (Integromat) – These act as the glue for the pipeline:
  
  

  • Zapier: Great for straightforward linear workflows. Use it to catch the form submission (Trigger), then add steps: “HeyGen – Create Video” (via Zapier’s HeyGen app or Webhook POST), “ViewMedica – Get Links” (via Webhook GET or Code), then “Email – Send via Gmail/SMTP.” You can incorporate a Delay action for 24h, then a final “Email – Send Review Request”. Zapier simplifies connecting to common apps, but for the custom API calls (ViewMedica) you’ll likely use the Webhooks by Zapier action with the API URL and headers. This is well-supported – Zapier notes that you can integrate with any app’s API via these custom requestshelp.zapier.com.
    
    

  • Make (Integromat): Ideal if you need more complex logic or looping. In Make, you could have one scenario triggered by the form webhook, then multiple modules: an HTTP module to call HeyGen (for each of the 4 videos, or use Make’s ability to handle an array of 4 scripts in parallel), a router to branch for each video or each ViewMedica link, etc. Make can then aggregate all results and pass to an email module. It also has a straightforward scheduling for the delayed email (or you can use a separate scenario timed 24h later keyed by an ID). Make tends to handle multi-step, multi-branch processes with less need for custom code than Zapier.
    
    

  • Both Zapier and Make are off-the-shelf and do not require coding, aside from possibly small script snippets for formatting text. They can definitely handle the entire sequence from intake to follow-up.
    
    

• GoHighLevel (GHL) – Continue using GHL for client-facing components: hosting the order form, managing the client’s info (CRM), and perhaps sending the emails if you prefer to use your branded email templates in GHL. GHL can receive data from Zapier via webhook (Zapier can use a “Send to GHL” action or vice versa). If GHL has a native “HTTP Request” action in workflows, you could even have GHL call the HeyGen API directly – but using Zapier/Make in between is more robust. GHL’s strength is in handling the email marketing aspect (template design, open tracking, etc.), so you can leverage that by having the automation inject the personalized content back into GHL’s system (for example, create a contact-specific email or trigger a campaign). This part depends on how tightly you want to integrate; a simpler route is to let Zapier send the emails via your email server, which might be faster to implement.
  
  

• Email Service: If not using GHL’s email sender, you can use Gmail (for low volume, Zapier’s Gmail action) or a transactional email API like SendGrid or Mailgun (Zapier has integrations for those too). Ensure the “from” address is a professional domain. Since the content includes multiple links, make sure the email doesn’t get caught in spam – using a reputable sender and proper formatting (no spammy keywords) will help.
  
  

By combining these tools and endpoints, each pipeline step is handled as follows:

1. Client Form Submission: Trigger: GHL webhook → Action: Zapier/Make receives data (email, photo URL, selected video IDs).
   
   

2. HeyGen Fulfillment: Action: HeyGen API called 4 times (or in batch if supported) to generate avatar videos with the client’s photo and predefined scripts. Use a neutral avatar/voice if photo processing fails as a fallback. Wait for videos to complete (via polling or webhook).
   
   

3. ViewMedica Links Retrieval: Action: For each of the 20 chosen videos, call ViewMedica API to get the share/embed link (or construct the link using account info). Collect all 20 links.
   
   

4. Fulfillment Email Delivery: Action: Compose an email template including: a brief message, the 4 HeyGen video links (perhaps uploaded to YouTube or cloud storage if large, but likely HeyGen provides a sharable link), and the 20 ViewMedica video links (branded to the client). Send it to the client’s email automatically.
   
   

5. Review & Referral Follow-up (24h): Action: Delay 24 hours then send a follow-up email via the same email service or via GHL’s scheduled campaign. This email can thank the client, ask for a review/testimonial, and encourage referrals, all personalized with their name/practice.
   
   

Each of these can be pre-tested with sample data to ensure the flow is smooth. Once set up, the process runs hands-free: as soon as a new client submits their order, the system will automatically generate all videos, gather the educational content links, and send out the communications. The scalability will depend on API rate limits (e.g. generating many videos concurrently – HeyGen’s API should handle this with appropriate account plan, and ViewMedica’s API calls for 20 videos per client are minimal). If volume grows, consider processing in small batches or increasing plan limits, but fundamentally it remains automated.

Conclusion

Complete Automation: Yes – the full pipeline can be completely automated. By leveraging ViewMedica’s content API and HeyGen’s video generation API, SAF LLC can eliminate manual steps in assembling each client’s deliverables. Off-the-shelf automation platforms (Zapier, Make, GHL) are capable of orchestrating these steps without custom software development. The result is a hands-free workflow where each new client is onboarded, fulfilled, and followed-up through a series of integrated automated actions. Minor challenges like handling API credentials, waiting for video processing, or formatting many links are addressable with the tools’ built-in features or clever workarounds. With this setup, SAF LLC can scale their AI video service efficiently – delivering personalized video libraries to clients rapidly and reliably, with minimal human intervention.

Sources:

• ViewMedica Data API documentation (for programmatic video data access)documentation.viewmedica.com.
  
  

• ViewMedica On-Demand sharing mechanism (branded shareable video links per client account)help.viewmedica.comhelp.viewmedica.com.
  
  

• HeyGen API Documentation – automated avatar video generation and Zapier integrationdocs.heygen.comdocs.heygen.com.
  
  

• HeyGen use-cases for personalized video emails (mail-merge and automated delivery)docs.heygen.com.
  
  

• WordPress plugin notes – ability to retrieve and embed any video from a ViewMedica account (demonstrates availability of video list data)wordpress.com.

First 2 Hires + Toolchain to Run Fully Automated AI Video Delivery

👤 Hire 1: Automation Architect / Ops Engineer

Core Role: Build & manage no-code/low-code workflows, API integration, QA, tool selection.
Tools Used:

• Zapier / Make.com: Orchestrates workflow from form → HeyGen → ViewMedica → Email.
  
  

• HeyGen API / Zapier App: Automates 4 avatar video generations per order.
  
  

• ViewMedica API / Link Templates: Fetches or constructs 20 educational video links from each client’s account.
  
  

• GHL or Typeform: Handles form intake with fields for email, photo upload, video selection.
  
  

• SendGrid / Mailgun / GHL Email: Sends fulfillment email (video links) + delayed review/referral message.
  
  

• Airtable / Google Sheets: Tracks each order’s metadata, client tokens, link sets, status flags.
  
  

👤 Hire 2: Client Success / Library Strategist

Core Role: Onboards new clients, selects proper 20-video set, maintains templates/scripts.
Tools Used:

• Notion / Google Docs: Hosts library kits, onboarding guides, email templates.
  
  

• Loom / HeyGen: Creates avatar templates for each vertical.
  
  

• GHL CRM: Onboards clients, manages form routing & fulfillment status.
  
  

• Slack / GHL SMS: Handles escalations, client Q&A, link updates.
  
  

Flow Summary:
Client purchases → Intake form auto-triggers → Zapier generates videos via HeyGen → retrieves ViewMedica links → fulfillment email sent → review/referral email after 24h. Zero manual steps post-onboarding.