Case Study & Testimonial Collection

Q: Do team members still need to write anything by hand?

The interview itself and the actual writing stay human, while the surrounding coordination and tracking steps run on their own.

Q: Can it work with the survey and CRM tools we already use?

Yes, it is built to connect with common CRM and survey tools rather than replace them.

Q: What happens if a client never responds to the request?

The automation sends scheduled reminders and can flag the client as unresponsive so the team can decide whether to move on.

Q: Will this work for a small agency with only a few projects a month?

Yes, it is built for lower volume workflows where each case study still deserves consistent follow-through.

Capturing results and client quotes while the win is still fresh.

80 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Case study and testimonial collection turns a finished client project into a published success story. Done by hand, it depends on someone remembering to ask, chasing replies, and formatting the final piece, so strong stories often stall or never get written.

An automated version screens recently closed projects for good candidates, manages outreach and scheduling without manual chasing, and moves an approved draft straight to publication. The result is more stories published, closer to when the work actually happened.

Key features:

Screens recently closed projects against satisfaction data to surface strong candidates

Sends personalized outreach requests and automatic follow-up reminders

Coordinates call scheduling once a client agrees to participate

Routes interview notes into a structured draft ready for review

Tracks client approval status and flags drafts ready to publish

Logs the published outcome back to the client record automatically

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Strong candidates get missed Without a consistent screening step, eligible clients are never asked at all.	80%
2	Outreach replies go cold Requests sit unanswered because follow-up reminders depend on someone remembering to send them.	67%
3	Scheduling drags on Booking the interview call takes several back and forth emails before a time is confirmed.	53%
4	Drafting stalls on writer availability The case study document waits in a queue until the writer has time to draft it.	40%
5	Outcomes go unrecorded Published links are sometimes never logged back to the client record.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.2/ 10

AI Fit Rating™

8.5/ 10

Automation Lift Index™

7.8/ 10

Hidden Overhead™

5.6/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Deal Marked Completedtrigger

The flow starts the moment a deal stage changes to Completed.

2. Check Satisfaction & Draft Outreach

The automation pulls the client's latest satisfaction score and drafts a personalised outreach message if the score clears the threshold.

3. Send Outreach Email

The drafted request is sent from the account manager's address and reminders go out automatically if there is no reply.

4. Schedule Interview

Once the client agrees, a link is sent and the booked interview is confirmed on both calendars.

5. Conduct Interview & Draft Case Study

The marketing coordinator runs the interview and a writer drafts the case study, the one part that stays fully human.

6. Send Draft For Approval

The finished draft is emailed to the client automatically for sign-off, with a reminder if approval stalls.

7. Publish Case Study

Once approved, the case study is formatted and published straight to the website's case study page.

8. Log Case Study Outcome

The published link, approval date and outcome are written back to the client's record.

Most popular tool stack used

— the complete tool combinations companies use

55% of companies

28% of companies

14% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

172 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What does this automation handle end to end?

It covers screening closed projects, sending outreach and reminders, coordinating scheduling, structuring drafts, tracking approval, and publishing the final case study.

Do team members still need to write anything by hand?

Can it work with the survey and CRM tools we already use?

What happens if a client never responds to the request?

Will this work for a small agency with only a few projects a month?

View more FAQs

Process pain:9.2/10

Mapped by:5 Companies

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Page updated 10 August 2026