B-003. List Cleanup/MGMT

This module helps maintain a high-quality contact list by ensuring essential contact information is up-to-date. It automates the process of following up with contacts, handling inactive opportunities, managing bounced emails, and updating missing contact details.

How It Works: Surface Level

When the automation fires:

• It identifies inactive opportunities based on their duration in the pipeline without movement.
• It sends messages to contacts requesting them to update their missing contact information.
• It handles bounced email events by notifying contacts via SMS and preventing further emails until the address is updated.
• It allows manual tagging of contacts as spam, enabling automated management of such contacts.

Detailed Workflow Steps

Inactive Opportunity Workflow:

• Trigger fires after a contact remains in a pipeline stage for a specified duration (e.g., 910 days).
• The workflow checks the duration and applies the appropriate staleness tag (e.g., "Stale - 6 Months").
• Optionally, old tags can be cleaned up to keep the contact record tidy.

Check and Update Information Workflow:

• On contact creation, waits for 7 days.
• Adds a tag "Gathering Missing Contact Details."
• Checks if phone or email is missing.
• Sends a message with a trigger link to update missing information.
• Pre-fills the form with existing contact information using custom values in the trigger link.
• On form submission, adds a "Form Submit - Update Contact Info" tag and sends a thank you message.

Email Bounce Handling Workflow:

• Trigger activates when an email bounces.
• Sends an SMS to the contact notifying them of the bounce.
• Removes the invalid email from the contact record.
• Sets the contact to "Do Not Disturb" for email.

Manual Spam Tagging Workflow:

• Activated by manually adding a "B003 Spam" tag.
• Sets the contact to "Do Not Disturb" and removes them from all active workflows.

Tag Routing Workflow:

• Aggregates all relevant tags from the module.
• Manages contacts based on applied tags, integrating with other systems or modules as needed.
• Defines additional actions based on tag application, such as removing contacts from workflows or updating records.

MIRO Board: Visual Breakdown

How It Works: Deep & Technical Level

Inactive Opportunity Workflow (B-003 WF1.1)

• Triggers: Fires when an opportunity is inactive for a specific duration (e.g., 3-6 months, 12-18 months, etc.).
• Actions: Adds tags to contacts indicating their level of staleness (e.g., "Stale - 3 Months").
• Decision Points: Determines the staleness level and applies the corresponding tag.

Check and Update Information Workflow (B-003 WF2.1)

• Trigger: Activates when a new contact is created.
• Initial Action: Waits for 7 days before checking for missing contact details.
• Decision Points:
  • Check if the phone number, email, or both are missing.
  • If any information is missing, it sends a message with a trigger link to update the details.
• Trigger Links: Special links that pre-fill existing contact information into the form to update missing details.
• Form Submission: Contacts are directed to a form where they can update their information. The form ensures all fields are completed before submission.
• Post-Submission: Once the form is submitted, a thank you message is sent, and a tag indicating updated information is added to the contact.

Email Bounce Handling Workflow (B-003 WF3.1)

• Trigger: Activates when an email sent to a contact bounces.
• Actions: Sends an SMS to the contact informing them about the email bounce and removes the invalid email from their contact record.
• Follow-up: Sets the contact to "Do Not Disturb" for email until the address is updated.

Manual Spam Tagging Workflow (B-003 WF4.1)

• Trigger: Activated manually by adding a "B003 Spam" tag to a contact.
• Actions: Marks the contact as "Do Not Disturb" and removes them from all workflows.

Tag Routing Workflow

• Purpose: Centralizes the management of all tags used within the B003 module.
• Actions: Aggregates all staleness, update, bounce, and spam tags, and manages the contacts accordingly.
• Integration: Allows for easy integration with other systems or modules by defining actions based on tag application.

By understanding the workflow steps and technical details, you can ensure the List Cleanup and Management module functions effectively, keeping your contact list accurate and up-to-date.