Lead capture to CRM¶

The first workflow most accounts build. A form on your website should never create a duplicate client, and it should never sit unanswered. This one checks whether the person is already on the system and takes a different path for each case.

The Lead capture to CRM workflow on the canvas: Website form, then Known already?, then New contact?, then Create client, then Welcome email, then New lead note, then Returning note

Before you start¶

A website form that posts to BaseCloud, with name, email, phone and message fields

The workflow¶

Step	Task	Type	What it does
1	Website form	Website Form	Starts when the form is submitted
2	Known already?	Match to Client(s)	Looks for a contact with the email address on the form
3	New contact?	If Statement	Takes one path for a new contact and the other for an existing client
4	Create client	Create New client	Creates the client and contact
5	Welcome email	Email	Sends the welcome email
6	New lead note	Workflow Note	Tells sales about the new lead
7	Returning note	Workflow Note	Tells the existing client’s manager that they got in touch again

About the variables

Values such as {{task_36604_…}} 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. Website form¶

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

This task has no settings to fill in.

2. Known already?¶

Task: Match to Client(s). Looks for a contact with the email address on the form.

Field	Set it to
Action	`Match to Client`
Find the client by	Contact email = `{{task_36604_email}}`

3. New contact?¶

Task: If Statement. Takes one path for a new contact and the other for an existing client.

The If Statement task named New contact?, opened to its settings

Field	Set it to
Condition	`{{task_36605_client_matched}}` exactly matches `false`

4. Create client¶

Task: Create New client. Creates the client and contact.

Field	Set it to
Match Before Creating	Contact email = `{{task_36604_email}}`
Client Status	`New Lead`
Responsible Manager	Wendy Darling
Client Name	`{{task_36604_name}}`
Contact First Name	`{{task_36604_name}}`
Contact Email	`{{task_36604_email}}`
Contact Cell Number	`{{task_36604_phone}}`

5. Welcome email¶

Task: Email. Sends the welcome email.

Field	Set it to
Outgoing Email User	Wendy Darling
Client	`{{task_36607_match_client_id}}`
To	`{{task_36604_email}}`
Subject	`Welcome, {{task_36604_name}}`

Body

Hi {{task_36604_name}},

Thanks for getting in touch with Neverland Home Services. One of the team will call you within one working day.

In the meantime, reply to this email with anything that helps us prepare: photos, measurements, or the best time to call.

Kind regards,
The Neverland team

6. New lead note¶

Task: Workflow Note. Tells sales about the new lead.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36607_match_client_id}}`
Note Type	`Note`
Priority	`High`
Due Date	`Now`
Tag Users	Peter Pan

Message

New lead from the website

{{task_36604_message}}

A welcome email has been sent. Call within one working day.

7. Returning note¶

Task: Workflow Note. Tells the existing client’s manager that they got in touch again.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36605_match_client_id}}`
Note Type	`Note`
Priority	`Medium`
Due Date	`Now`
Tag Users	`{{task_36605_match_client_responsible_manager}}`