Overview
Automated Workflow is a tool for automating tasks in your sales process to save you time with working leads.
IN THIS ARTICLE
Pre-workflow setup
Before you start creating workflows, review the checklist below:
- Create email templates to use in workflows with email actions.
- Set up call queues on the Settings > Sales > Phone Dialer & Call Queues > Queues tab to use in workflows that add or remove Leads to call queues.
- Review the Settings > Servicing > Individual Statuses and customize the statuses if you’re planning to create workflows that trigger when a Lead’s status changes.
How to create a workflow
- Go to the Automated Workflow page and select the ‘Sales’ tab.
- Select the ‘Add Workflow’ button.
- Name the workflow.
- Set the trigger criteria.
- Select the ‘Save Workflow’ button to finish creating the workflow.
You’re not done yet! Now that you’ve created a workflow, you still need to add workflow actions or it won’t do anything when triggered.
Workflow trigger criteria
- Stop Workflow if record no longer matches criteria - Allows you to stop the pending actions if say you switch them from New Lead to Quoted. If you’ve quoted them, you don’t want generalized lead messages going to them any longer.
- Record Type(s) - Enter Record Types if you want the workflow to trigger for specific types of Leads.
- New Record Added To Account - The workflow will trigger when new Leads are created in AMS+. Please note, this excludes Leads created via import.
- Trigger on Inbound SMS - The workflow will trigger when the Lead replies to SMS messages.
- Email Opened/Read - The workflow will trigger when sent emails are opened by the Lead.
- Tagged with - Only Leads that have the specified Tags will trigger the workflow.
- Not Tagged with - Only Leads that do not have the specified Tags will trigger the workflow.
- Temperature of - Only Leads with the specified Temperature will trigger the workflow. Please note that automatic Temperature changes do not trigger workflows.
- Status of - Only Leads with the specified Status will trigger the workflow.
- Coverage Type - Only Leads with the specific Coverage Type will trigger the workflow.
- Carrier - Only Leads that have a Policy with the specified Carrier will trigger the workflow.
- Product - Only Leads that have a Policy with the specified Product will trigger the workflow.
- Product Status - Only Leads that have a Policy with the specified Product Status will trigger the workflow.
- Product Coverage Type - Only Leads that have a Policy with the specified Product Coverage Type will trigger the workflow.
- State - Only Leads in the specified State will trigger the workflow.
- County - Only Leads in the specified County will trigger the workflow.
- Zipcode - Only Leads with the specified Zipcode will trigger the workflow.
- On Date - Specify if you want the workflow to trigger on the day of, after, or before the Lead’s Last Updated, Birthday, 26th Birthday, 65th Birthday, Effective Date, or Renewal Date.
Workflow actions
When a workflow is triggered, it can perform certain actions, such as sending emails or texts, adding or removing tags, and more. You can tell a workflow what you want it to do and when by adding actions.
Available actions
The available actions will depend on your account's AMS+ Package Type. Accounts with the Growth Package will have access to the standard Activity and email actions while the Scale Package also includes texting, call queues, tags, and more.
| Action | Growth Package | Scale Package |
|
Create Activity |
X | X |
|
Send Email *You must have an email template. Learn more. |
X | X |
|
Send Text *You must have an active VoIP phone number with AMS+. Learn more. |
- | X |
|
Add Tag |
- | x |
|
Remove Tag |
- | X |
|
Add Note |
- | X |
|
Reassign Agent |
- | X |
|
Reassign Record Status |
- | X |
|
Add to Call Queue *You must have Call Queues set up. Learn more. |
- | X |
|
Remove from Call Queue *You must have Call Queues set up. Learn more. |
- | X |
| Convert Records to Type | - | X |
| Mail Postcard | - | X |
|
HTTP Trigger *If you want help with this, please contact our Client Success Team. |
- | X |
Note: There are multiple state and federal laws around texting. The safest way to text is to always have an OPT-IN on any page or source you generate leads from. AMS+ has an automatic opt-out for text messages. We recommend adding "Reply STOP to opt out" at the end of any lead-facing texts. If the lead wants to opt back in at a later point, they can text START or UNSTOP to your Active SMS number to receive text messages from your number again. If you have a VoIP phone number with AMS+, please check to see what number you have selected as your Active SMS number.