Find Records By Complex Criteria, Distance & Time

Automatically find best-matching records by a custom criteria and execution complex sequence of actions, without writing code

Using Mapsly automation suite‘s Match records action, you can implement complex and fully automated record-matching scenarios based on custom criteria that may include driving distance and time between locations. The matching criteria are easily configurable using Mapsly’s point-and-click expression builder and a set of controlling parameters.

The resulting record(s) can be saved to the base record – the CRM record for which we performed the search – or used in a more complex sequence of actions like creating/updating other records, sending email or SMS or pushing them to an external API.

The distance and time between locations are calculated based on the mode of travel (driving, cycling or walking), live and historic traffic and, optionally, a full set of truck parameters.


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.