About This Automation
Review and referral requests arrive across multiple channels and require manual triage, priority assessment, and assignment. Without automation, coordinators spend hours scanning emails and chat, duplicating effort, and losing track of request status.
Automation captures incoming requests, classifies them by type and priority, detects duplicates, and routes them to the right team member with complete context. Requests move from scattered channels into a single tracked system within minutes.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A new email arrives in the marketing inbox, a form submission is captured, or a message is flagged as a request. The automation platform detects the trigger and extracts the sender, subject, and body.
The automation reads the request text, identifies the request type (review, referral, partnership, etc.), sender details, and any urgency signals. the automation outputs a structured record with type, priority, and key metadata.
The automation queries to search for existing contacts or deals matching the sender email or company name. If a match is found, the automation links the new request to the existing record.
Based on request type and priority, the automation applies pre-configured routing rules to determine the assigned owner. Rules are stored and can be updated without code changes.
The automation creates a new deal or task with all extracted details, linked to the sender contact, and assigned to the determined owner.
The automation sends a message to the assigned team member with a summary of the request, a link, and any urgent flags.
The automation appends a row to a Google Sheet with request ID, sender, type, priority, assigned owner, and timestamp for audit and reporting.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
HubSpot
Google Sheets
Slack
AirtableWhat 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
Every scenario checked and signed off before the automation goes live.
Recommended for you
Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
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