Streamline Your Workflow with Lead Qualification Service for Management

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[Music] hi folks John Mark here with catalyst connect this video is going to go over a typical lead workflow in Zoho CRM so let's go ahead and start with a new lead I'm gonna go ahead and just clone this existing lead that we have and I'll go ahead and rename Turney to George now when I click Save we have what's called a workflow rule that's going to trigger a series of actions within the system so immediately what you can see here is on the left hand side we have a few associations being made in a previous video we spoke about the automation that would take the UTM parameter and add this lead to that existing marketing campaign for accurate tracking we also had an immediate task scheduled to qualify and curate this lead and here we can see that an email went out immediately to this lead thanking them for contacting us and we can see here that the status of this email was sent now when this particular person were to open that email the status would change to open and if there was a link in that email that link would be March's clicked if they clicked on it this way we can actually gauge what our interactions are with that specific lead now there are a few different ways that we can set up all of this automation that takes place and there was a lot that was going on in the background including assigning this but particular lead to the relevant owner so let's start there when a new lead comes into Zoho we can use what are called lead assignment rules to route this lead to a specific user or group we do that by going under automation clicking on assignment rules and here we can actually create assignment rules for multiple modules we have a default one to assign our leads to our marketing director so we have this rule here but for all records in this case we want to assign them to the specific user now we can create much more refined conditions by matching certain product times or service lines to specific users roles or groups and then we can round-robin leads to users in that group as well as checking if they are available and signed into the system before we give them that lead so that at least gets that lead in the right ownership and into the appropriate person in the system the next thing we want to do is schedule a series of follow-up activities now ideally that person would call the lead and book the appointment or qualify them immediately to hand over to sales but more often than not we're going to need to have some follow-up activities to qualify that lead now that is done under the workflow rules section in the hub and it can also be configured in the hood blueprint which we'll address in another video so I'm going to show you what our recommended workflow is within the workflow rules in our CRM so you can see here that I have filtered down our workflow rules to the lead module and I have this work for a rule called lead qualification and curation drip now the workflow rules allow you to have multiple conditions and certain actions that can be triggered based on that condition so I've written a basic rule here that says that when a lead is created and the interested product is empty and the lead status is new lead qualified knees appointment or qualifying that I want the following actions to take place in this case what we recommend is a task to qualify and curate the lead an initial email acknowledgement saying thank you for contacting us now we also have some scheduled actions that will take place of course the objective is for a marketing department to immediately get a hold of that lead to book an appointment at which point they would convert that lead and hand it over to the sales department but if after one day in this case they have not able been able to schedule the appointment we're gonna have our email drip sequence start in this case we're sending an introduction to your catalyst Connect the next day we're going to do an intro to Zoho and then if after 15 days of us following up on the specific lead it gets mocked as inertia if we aren't able to book that appointment at that point in time that's where her campaigns picks up and does it drip email sequence with everyone else that's an inertia status and they get a standard news data or whatever drip is relevant at that time now you can see that we actually have an additional condition here if a new lead comes in and they are interested in a specific product in this case we don't want to have them follow this generic sequence we may want to have a far more curated follow-up specific to that product so the immediate email that goes out is the tanks for installing catice connect chat and next action items within that email and this is how you can create more specific follow-ups by product or business division so these workflow rules can be very flexible and helping you really manage all of your automation in one place we find that this is the most intuitive way to organize your follow-up activities and we can even use some grade-a I like Xia in this case is actually choosing when to send the email based on open times of previous emails that have been sent in this way we can get better interaction rates with our leads so from a user's perspective when they go into the CRM they will have a list of their tasks that are due that day they'll also be able to dive into a specific lead record and see exactly what has gone on with that particular lead so here we are back at George stock again we can see the emails that were sent if we want to take a look at upcoming actions we can click on this timeline and this will actually show you a complete history of what has happened with this lead so here we can see it was created we can see all the functions and web hooks and emails that were sent to this person and here we can see the three scheduled actions that are due to take place provided that the conditions are still met when those triggers are met here in the system so this is how sales reps can really get a good understanding of what's going on and then of course use the social features here to connect with George stock by a Twitter Facebook and associate their profiles here to the CRM and then any ongoing notes that we may have can be put in over here additionally attachments and of course if we've invited them to events through her meeting they would show up over here any support tickets are related as well does that a history through his or her sales like you any surveys etc those are her at the end of the day gives you this complete 360 degree view of what's going on with a specific lead and some fantastic tools to further help enrich this data that we generating as well one of my favorite features is the data enrichment tool that we recommend clients add and in this case what it does is take a look at the email address or domain finds a relevant company and then offers that data enrichment so you can append this data to the lead record to have your datasets as complete as possible thanks a lot and we'll see you on the next video to discuss blueprints Cheers