When setting up workflow automation, the search functionality can be used to verify the existence of a lead, contact, or matter. This feature is essential to ensure that automation runs smoothly with all the necessary data.
Using the Search Action Functionality in Workflows
Let's understand this through a USE CASE SCENARIO. This workflow automatically sends a confirmation email to a newly created lead after they submit an intake form. The trigger for the workflow is the submission of the intake form. A Search Lead action is then used to locate and confirm that the lead has been successfully added to the system. Once verified, the workflow proceeds to prepare and send the confirmation email to the lead. To use the search functionality in workflows, follow these steps:
Go to
Automationon the left and click on+ Add Workflowunder theWorkflowtab to create a new workflow.Add the
Workflow NameandWorkflow Description.Set up the trigger as
Intake Form Submittedand then select the desired form under theTrigger typeand click onContinue.Select
Create Leadas the action underSelect actionand click onNext.Complete the
Setup. For all the fields, click on theMerge Field, and selectUse Intake form value from triggeroption. Finally, click onContinue + new actionbutton.
For the next Action, select
Search Leadas the action underSelect actiondropdown options.Type a
Client Name,Email, orPhone numberto search. To make it universal, it is recommended to use theMerge Fields. To do that, click on theMerge Fieldbutton and select eitherUse Intake form value from triggerorUse lead value from step 2to search.
Note: You can also utilize the AND and OR search conditions for your search setup. The AND operator ensures that all specified values are present before proceeding to the next activity. On the other hand, the OR operator allows the process to continue if any of the specified values are present.
Stop Workflow Conditions
Toggle: Stop workflow if not found: Enable this option if you want the workflow to stop when no search result is found. Example: Use this to halt the workflow after a time delay if the searched lead was not hired, preventing unnecessary follow-up actions.Toggle: Stop workflow if found: Enable this option to stop the workflow when a matching record is found. This is commonly used to avoid duplication; for instance, stopping the process if a lead already exists in the system.
Finally, click on
Continue + newaction to move to the new action.Select Send Email as the next action under Select action and click on Next.
Complete the Setup by selecting the Sender, Recipient, Subject, Message, Attachment, etc. Follow this article to understand more about how to set up Send Email action.
Click on the Save button to complete the process.
