Find Records By Complex Criteria, Distance & Time

Below are 5 examples of lead follow-up processes that can be implemented with the help of a Workflow triggered upon a new lead and the Match records action. But such processes can be initiated in response to a new or updated record of any other object, including a custom one, or manually by a button. When initiated by a button, a process may start with a form – to gather additional data from the user that can then be used in any actions that will follow.

#1: For a patient (CRM lead):

• Find 3 clinics that offer all the services that a patient needs, closest to the patient by driving time but not further than 20 miles
• Save the list of clinics on the patient record
• Send the list to the patient’s email with the driving instructions

#2: For an equipment installation lead:

• Find the closest available technician
• Assign the lead to this technician
• Automatically create an appointment for the installation based on the first available slot in the technician’s working schedule
• Send the technician an SMS message about a new order

#3: For a new lead looking to buy a car:

• Find the closest dealership based on the lead’s brand and model preference
• Save the found dealership on the lead record
• Send an email to the dealership with the contact of the lead so they can invite the lead to visit the dealership
• Create a task for the dealership supervisor to follow up with the lead

#4: For a new lead interested in regular industrial garbage disposal:

• Find all disposal sites within a 50-mile radius that match the set of the lead’s garbage parameters
• For each of the found sites, calculate the quote for disposal based on the driving distance and cost-per-mile offered by the site’s company
• Pick the site with the lowest quote
• Call the CRM’s API to generate a quote and send it to the lead’s email
• Send the lead’s information to the chosen site’s company
• Create a task for the manager to follow up with the lead and the chosen site

#5: For a new real estate property record (lead, contact, or deal):

• Create a HubSpot contact list with the customers interested in this type of property and located within a 20-mile radius of the property and who don’t yet own properties within the 50-mile radius from the new property
• Save a summary report on the lead’s Summary field with the total contacts found
• Send an email to the agency manager with the name of the new contact list and the list of names of contacts in it
• Create a task for the manager to send out an outbound email campaign to this list of contacts