Lead Automated Email Workflow for No Responses

Lead Automated Email Workflow for No Responses

Hey, guys!

Ooof, 5 days of workflow structuring and template writing and here I am with my first workflow. I activated it and did a limited beta testing, now impatiently waiting for the first real passage.

Although it is Zoho MarketingHub that is meant to handle the leads, my understanding was that it lacks the ability to act on an email reply (instead, only on opens and clicks). Zoho Campaigns can handle replies. Plus, since I already have Zoho Campaigns integrated with CRM, I am unable to integrate MH (it's either one, or another, to my disbelief).

I'm a photographer and wanted to set up this frontline workflow to take care of the initial inquiries based on shoot type. Each type would fire a designated email with links, details, and embedded sample photos. The goal is to send a few reminders on an auto-pilot but to stop if a lead responds, engaging with them personally.

To fire off the workflow, I created a custom Lead view in CRM with empty Lead Status (this is how my contact form delivers them to CRM by default). If I don't want the workflow to be triggered for someone, I just need to assign some Lead Status (i.e., non-empty) at the time of lead creation. This custom Lead view in CRM is set to sync immediately with a mailing list in Zoho Campaigns created for this workflow.

1. Several shoot types mean several conditions. Multi-way conditions are limited to 6, I have 12 main shoot types so I run a first condition to check for the first 6 types. If it's false, it goes for the 2nd set of 6.
2. Designated emails are sent based on the shoot type. They also contain an offer for the next 7 days. If the lead responds, workflow breaks as I pick up the conversation in person.
3. If none of those 12 shoots were selected in the contact form, a default generic email is sent. Having the Merge functionality is a helpful feature.
4. If the lead does not respond in 5 days, for any type of shoot, an email is sent reminding of the expiring discount offer.
5. A second reminder is sent in another 3 days. It differs in a way that it's worded based on the date of a shoot (such as set for event/wedding or just a flexible portrait shoot).
6. A final email is sent, more like a "wishing well".
7. If still unresponsive, the system notifies me and removes the lead from the auto follow-up mailing list.

I tried to minimize the steps but since it's my very first attempt, may not be optimal. Will see how it all works out. With the coronavirus, photography business is among those down and it may not be soon when I see the workflow in action, unfortunately.

I welcome any suggestions or questions.



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