Personal details

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this workflow: This paragraph contains instructions on how to personalize the workflow for you and your company. If you intend to run the workflow, these changes can not be ignored.

The workflow starts when a new potential customer fills in this form with their name and email address.

This is a 'published task' - anybody can view and complete this form, they do not have to be a logged-in user.

After the customer saves this form, the next form, 'Company details' is displayed for them to complete.

Company details

The process of collecting the customer's information is divided into three forms. This is so that the customer only has to deal with a limited amount of questions at a time, making it feel easier to fill in the forms, and resulting in more complete leads.

The customer fills in their company details, indicates which products they're interested in, and saves the form.

Depending on the position that the customer has in their company, one of two forms will be displayed next. If the customer is the CEO, CFO, CTO or President of their company, then the 'Company details - more' form task is activated. However, if the customer indicates that they have an 'Other' position, then the 'Company details - continue' form is activated next.

This is possible because of conditions.

Company details - more

This form task has one condition:

Activate this task when...
'Position' IS NOT 'Other*'

This form will only be displayed if the customer indicated that they're the CEO, CFO, CTO or President of their company in the previous form task, and therefore do not have an 'Other' position in their company.
The customer indicates the monthly budget that they have available for the products that they're interested in, and saves the form.

Company details - continue

This form task has one condition:

Activate this task when...
'Position' IS 'Other*'

This form will only be displayed if the customer indicated that they have an 'Other' position in their company in the 'Company details' form task.
The customer indicates if they're doing research for themselves, or on behalf of somebody else in their company, and fills in the other person's email address if applicable.

A new lead

This email task has two conditions:

Activate this task when...
'Budget' IS 'Up to $500'
OR
'Position' IS 'Other*'

This email will only be sent if the customer indicated that they have an 'Other' position in their company in the 'Company details' form task, OR if they indicated that their budget is 'Up to $500' in the 'Company details - more' form task.
The salesperson responsible for following up on normal leads receives an email with the details of the new lead.

Kotive creates the content of the email by pulling in the details from the forms that the customer completed.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from the previous forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the salesperson, it won't look like it does now, it will all be normal text, because the workflow will look at the previous forms and put the information from those forms into this email.

A new HOT lead

This email task has two conditions:

Activate this task when...
'Position' IS NOT 'Other*'
AND
'Budget' IS NOT 'Up to $500'

This email will only be sent if the customer indicated that they're the CEO, CFO, CTO or President of their company in the 'Company details' form task, AND if they indicated that their budget is more than $500 in the 'Company details - more' form task.
The salesperson (sales executive) responsible for following up on hot leads receives an email with the details of the new lead.