New lead: reply fast and follow up¶

Every business has this one. An enquiry comes in, and the first hour decides whether it becomes a customer. This workflow replies at once, puts the lead in front of sales, and checks two days later that somebody actually moved it on.

The New lead: reply fast and follow up workflow on the canvas: Contact form, then Create the lead, then Instant reply, then Note for sales, then Wait 2 days, then Check status, then Still new?, then Nudge manager

Before you start¶

A website form that posts to BaseCloud

The workflow¶

Step	Task	Type	What it does
1	Contact form	Website Form	Starts when the contact form is submitted
2	Create the lead	Create New client	Creates the client and contact, or reuses a known client
3	Instant reply	Email	Sends an instant, honest reply
4	Note for sales	Workflow Note	Puts the enquiry in the sales Inbox
5	Wait 2 days	Delay	Waits two working days
6	Check status	Match to Client(s)	Reads the client’s status as it is now
7	Still new?	If Statement	Continues only if the client is still a New Lead
8	Nudge manager	Workflow Note	Tells the manager the lead has not moved

About the variables

Values such as {{task_36437_…}} carry the number of the task they come from, so yours will differ. Do not type them: click into a field and pick the value from an earlier task.

1. Contact form¶

Task: Website Form. Starts when the contact form is submitted.

This task has no settings to fill in.

2. Create the lead¶

Task: Create New client. Creates the client and contact, or reuses a known client.

Field	Set it to
Match Before Creating	Contact email = `{{task_36437_email}}`
Client Status	`New Lead`
Responsible Manager	Wendy Darling
Client Name	`{{task_36437_name}}`
Contact First Name	`{{task_36437_name}}`
Contact Email	`{{task_36437_email}}`
Contact Cell Number	`{{task_36437_phone}}`

3. Instant reply¶

Task: Email. Sends an instant, honest reply.

Field	Set it to
Outgoing Email User	Wendy Darling
Client	`{{task_36438_match_client_id}}`
To	`{{task_36437_email}}`
Subject	`Thanks for getting in touch`

Body

Hi {{task_36437_name}},

Thanks for your message. A real person will reply within two working hours.

If it is urgent, call us and mention your enquiry.

Kind regards,
The Neverland team

4. Note for sales¶

Task: Workflow Note. Puts the enquiry in the sales Inbox.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36438_match_client_id}}`
Note Type	`Note`
Priority	`High`
Due Date	`Now`
Tag Users	Peter Pan

Message

New website enquiry

{{task_36437_message}}

Call or email back within two working hours.

5. Wait 2 days¶

Task: Delay. Waits two working days.

Field	Set it to
Delay Type	`Specified Time`
Days	`2`

6. Check status¶

Task: Match to Client(s). Reads the client’s status as it is now.

Field	Set it to
Action	`Match to Client`
Find the client by	Client ID = `{{task_36438_match_client_id}}`

7. Still new?¶

Task: If Statement. Continues only if the client is still a New Lead.

The If Statement task named Still new?, opened to its settings

Field	Set it to
Condition	`{{task_36442_match_client_status_label}}` exactly matches `New Lead`

8. Nudge manager¶

Task: Workflow Note. Tells the manager the lead has not moved.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36438_match_client_id}}`
Note Type	`Note`
Priority	`High`
Due Date	`Now`
Tag Users	Wendy Darling
Message	`This lead came in two days ago and is still a New Lead. Has anyone spoken to them?`

Make it yours¶

Replace the single salesperson with a Round Robin Select task.
Add a text to the lead alongside the email.