When you import/create new contacts, there is a good habit to start an email sequence for them in order to get the new leads to reply.

Here, we will take the scenario where you will put new leads into an email chain of 3 emails to be sent out.

  1. We take the folder Contacts. The records have the field Stage with the following values: New, Contacting, Negotiating, Won and Lost.

Why we need them: New - for all the new contacts. Contacting - this stage will be used in our automation. This stage will only indicate the contacts that are now being sent out the email chain. Negotiating - when you manually email the client because they have already replied you once. Won/Lost - self explanatory.

We also have a Pipeline view created to easily see where all our contacts stand.

2. Creating the workflow automation.

Now we need to create a Trigger: Field value change. The trigger will initiate the whole workflow and start the email sending.

Field value change means that we need to trigger a specific field change to start the sequence. In the set up we choose our folder (Contacts), the field Stage and a specific value the field changes to > CONTACTING. Once the record is dragged towards it we will send the first email.

3. Select the first Action (what will happen after the trigger works). Here we need the action SPLIT PATH. We will design two scenarios.

Branch A - Send email chain.

Branch B - Stop the sequence to a contact who responds to any follow up emails.

4. Branch A. Here the first action will be to SEND AN EMAIL (1st):

Now compose your first email.

Choose FROM: from which user the emails will go out.

TO - specify the recipient's email.

In the body of the email you can create the body from scratch or choose from the existing template. Alongside, add macrosses (e.g. First name).

Add the new action: Wait for (Time). This is where you indicate the interval between the first email and the second one. I indicated 5 days to wait for the reply.

Add another action Send an email. Make your second template.

Add another action: Wait for (Time). Here you can add 3 days.

Add another action Send an email. Make your third template.

Add another action: Wait for (Time). Here you can add 5 more days. Since it is my last email in the sequence I wait for 5 days for the reply. In case the reply hasn't been received.

Add another action: Update record. We need it here in order to change the Contact's Stage from Contacting into Lost. We haven't received the answer, so we put the lead to the Lost Stage.

5. Branch B. This is our 2nd scenario. If your lead replies to any of your emails throughout the time frame of the automation (with all the waits) - e.g. they reply to your second follow up. This means you wouldn't want to send them the third email, right. This is why we build the Branch B.

Add the action: Wait for email. This will trigger any incoming email from your lead.

Then add the action: Update a record. You need to update the field Stage into Negotiating. The contact record will be put automatically to Negotiating stage and you will be manually responding to their email.

Now you need to add the last action: End workflow.

This is how your workflow looks like:

Now you need to activate it:

6. Test the automation. Go to the pipeline, select all the New contact records and drag them to the stage Contacting. Our triggering stage.

Emails will be sent automatically. You can check the records timelines:

7. Check the workflow stats:

You can now see that 5 emails have been sent. There are 5 emails (records) in the waiting stage. The second email will be sent in 5 days as we established in the settings. If you receive an answer from the client - the record will be taken out of the Branch A and put to Branch B and changed the stage into Negotiating.

If you want to edit your workflow (add another template, add another wait etc), click on the button below and update it:

Having made changes - Publish the workflow again. All the stats will be preserved.

If you have questions or trouble setting up this automation in NetHunt CRM, email us at support@nethunt.com or schedule an assistance call — we'll be happy to help!

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