Note for Enhanced Records accounts: Legacy Sales Automated Workflows are only available for Sales Records. This does not apply to your account. To check if your account is on Enhanced Records, visit the Subscription page.
This article includes recipes for Legacy Sales Automated Workflows in AMS+.
Requirements
- You must be logged into AMS+ as an Agency User.
- You must be assigned to a Security Group with the Sales Enablement Visible, Manage Users, and Manage Automated Workflows permissions.
- You must have the Account Admin User Type, which is tied to the Manage Users Security Group permission.
In this article
Lead Workflows
We recommend using Status dispositions as the PRIMARY trigger that you work leads through workflows. You might also use supplemental triggers like Lead Source= Facebook for more specific messaging or an analytic of Text Opt In= Yes. However, if you use too many triggers, it will most likely result in limited leads getting your messaging, so don't select every option!
FOR ALL OF THESE EXAMPLES, check the box for "Stop Workflow if record no longer matches criteria".
New Lead
Triggers
- Record Type = Leads
- Status = New Lead
Actions
- Action 1: 1 Minute After Workflow is Triggered, Send Email to Record (introduction email that has your phone number and company details for better call pick up rates even if you don't think they'll check their email)
- Action 2: 1 Minute After Workflow is Triggered, Add Record to "1st Call Needed" Call Queue
Lead Form Submitted
Triggers
- Record Type = The Sales Record Type that matches your Lead Form
- New Record Added To Account
- Lead Source = the Lead Source on your Lead Form
- Note: If a record is manually created in AMS+ with the same Lead Source, this workflow will be triggered.
Actions
- Standard Actions:
- Action 1: 1 Minute After Workflow is Triggered, Send Email to the lead that filled out the form ("Thanks for your interest!")
- Action 2: 1 Minute After Workflow is Triggered, Create and Assign Activity to record's assigned agent/user with a due date to follow up with the lead
- Premium Actions:
- Action 3: 1 Minute After Workflow is Triggered, Send Text Message to the lead
- Action 4: 1 Minute After Workflow is Triggered, Reassign Agent if the servicing agent was not specified on the Lead Form
- Action 5: 2 Days After Workflow is Triggered, Add Lead to Call Queue
New Lead Opted In For Texting
Triggers
- Record Type = Leads
- Status = New Lead
- Texting Opt In = Yes
- Check the box for "Stop Workflow if record no longer matches criteria"
Actions
-
Action 1: 1 Minute After Workflow is Triggered, Send Text to Record
Hello #FIRSTNAME#, Thank you for your insurance inquiry. I received your consent to text (you can revoke it at any time). I will call shortly from #AGENTPHONE# or you can book a time with me at #AGENTCALENDARLINK#. Or simply text me back with any questions. Thank you! #AGENTNAME#- Note: The required opt out will be added automatically.
Second Attempt Needed
Triggers
- Record Type = Leads
- Status = 2nd Attempt Needed
Actions
- Action 1: 1 Minute After Workflow is Triggered, Send Email To Record using template of "2nd attempt needed" (telling the person that you left a message for them and that you'll call in a few hours, but how they can reach you in the meantime)
- Action 2: 2 Minutes After Workflow is Triggered, Remove Record from "1st Attempt" Call Queue
- Action 3: 4 hours After Workflow is Triggered, Add Record to "2nd Attempt" Call Queue
Final Attempt Needed
Triggers
- Record Type = Leads
- Status = Final Attempt Needed
Actions
- Action 1: 1 Minute After Workflow is Triggered, Remove Record from previous Call Queue
- Action 2: 1 Minute After Workflow is Triggered, Send Email to Record
- Action 3: 2 hours After Workflow is Triggered, Add Record to "Final Attempt" Call queue
- Action 4: 3 days After Workflow is Triggered, Remove Record from all Call Queues
- Action 5: 4 days After Workflow is Triggered, Reassign Record Status to "Aged Lead"
Do Not Contact
Triggers
- Record Type = Leads
- Status = Do Not Contact
Actions
- Action 1: 2 Minutes After Workflow is Triggered, Remove Record from all Call Queues
- Action 2: 10 Minutes After Workflow is Triggered, Convert Record to "Archive" (if you use custom record types)
Turning 65 Workflows
FOR ALL OF THESE EXAMPLES, check the box for "Stop Workflow if record no longer matches criteria".
T65 Lead
Triggers
- Record Type = Leads
- On Date 220 Days BEFORE Turning 65
- Not Tagged With = Deceased
Actions
- Action 1: 1 Minute After Workflow is Triggered, Send T65 Email to Record
- Action 2: 1 Minute After Workflow is Triggered, Add Record to "T65" Call Queue
- Action 3: 1 Week After Workflow is Triggered, Send Postcard (this is a 3rd party service DirectMailManager.com) to Record
- Action 4: 1 Month After Workflow is Triggered, Add Record to "T65" Call Queue
- Action 5: 2 Months After Workflow is Triggered, Send Email to Record's Assigned Agent to follow up
Birthday Workflows
FOR ALL OF THESE EXAMPLES, check the box for "Stop Workflow if record no longer matches criteria".
Birthdays ALL
Triggers
- Record Type = All
- On Date 7 Days BEFORE Birthday
- Not Tagged With = Deceased
Actions
- Action 1: 1 Minute After Workflow is Triggered, Send Postcard to Record
- Action 2: 7 Days After Workflow is Triggered, Send Email (Birthday template) to Record
Policy Workflows
FOR ALL OF THESE EXAMPLES, check the box for "Stop Workflow if record no longer matches criteria".
Policy Approved Notification
Triggers
- Record Type = ALL
- Policy Status = Yes or App Submitted (whatever you're using to track a pending or newly sold policy)
Actions
- Action 1: 1 Minute After Workflow is Triggered, Send Email to Record of Policy In Effect
-
Action 2: 3 Hours After Workflow is Triggered, Send Text to Record
- Hello #FIRSTNAME#, Your #CARRIER# #PRODUCT# is in effect as of today. If you have any questions on your benefits or in network providers, please let me know how I can help you. Sincerely, #AGENTNAME# #AGENTPHONE#
- Action 3: 1 Month After Workflow is Triggered, Send Email to Record of Policy Check In
- Action 4: 2 Months After Workflow is Triggered, Add to Client "Check In" Call Queue
OEP/AEP Workflows
OEP ALL
Triggers
- Record Type = ALL
- Tagged With = Annual Review Needed
- Not Tagged With = Deceased
Actions
- Action 1: 1 Minute After Workflow is Triggered, Send email to Record with email template for pre-booking their annual review
- Action 2: 2 Weeks After Workflow is Triggered, Send Email to Record for 2nd attempt for AEP booking
- Action 3: 1 Month After Workflow is Triggered, Send Email to Record for 3rd attempt for AEP booking (noting that you'll be calling in the next few days & from which number)
- Action 4: 32 Days After Workflow is Triggered, Add to "AEP Needs Appointment" Call Queue
- Action 5: 4 Months After Workflow is Triggered, Remove from "AEP Needs Appointment" Call Queue
- Action 6: 125 Days After Workflow is Triggered, Remove Tag = "Annual Review Needed"
AEP ALL
Triggers
- Record Type = ALL
- Tagged With = Annual Review Needed
- Not Tagged With = Deceased
Actions
- Action 1: 1 Minute After Workflow is Triggered, Send email to Record with email template for pre-booking their annual review
- Action 2: 1 Minute After Workflow is Triggered, Create and Assign Activity to Assigned Agent with a reminder to generate SOA to Record for review and signature
- Action 3: 2 Weeks After Workflow is Triggered, Send Email to Record for 2nd attempt for AEP booking
- Action 4: 1 Month After Workflow is Triggered, Send Email to Record for 3rd attempt for AEP booking (noting that you'll be calling in the next few days & from which number)
- Action 5: 32 Days After Workflow is Triggered, Add to "AEP Needs Appointment" Call Queue
- Action 6: 4 Months After Workflow is Triggered, Remove from "AEP Needs Appointment" Call Queue
- Action 7: 125 Days After Workflow is Triggered, Remove Tag = "Annual Review Needed"
AEP Clients
Triggers
- Record Type = Renewals
- Tagged With = Annual Review Needed
- Not Tagged With = Deceased
Actions
-
Action 1: 3 Hours After Workflow is Triggered, Send Text to Record
- Hello #FIRSTNAME#, We're starting to book appointments for the annual review period. I'm reaching out to my clients to give them first priority in booking. Please select a time #AGENTCALENDARLINK#. The first available appointment is November 15.
- Action 2: 2 Weeks After Workflow is Triggered, Enable Self Service Portal (*You'll need to review the self service module and the email template for details)