Find Records By Complex Criteria, Distance & Time

Below are 5 examples of a 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 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 the  20-mile radius from the property and who don’t yet own properties within the 50-miles 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.