Diamond Tasks Request

1. CRM Changes - Delete all old tasks in the CRM for every client and set up auto-triggering
tasks for new clients added to each column.
-Apply updated tasks to both new and existing clients in the pipelines.
-Introduce a method to easily add and maintain new tasks for future clients.
- Set rules for assigning follow-up calls within specific timeframes in their residential Sales pipeline.
They also want a quick intro on how to set up tasks to auto-assign when a card is moved

JIRA task for follow up https://act360web.atlassian.net/browse/DIAM-138

ACT Team.

You had previously set us up with tasks in our CRM’s projects pipeline so that when
we move a client to each new column / phase it would automatically send out the
tasks for that phase.

Everything was set up but in hindsight we had too many tasks and all sent to me, so
it just bogged down the tasks section and was never used.

We now have more staff and are using the CRM better I think we could redo this task
section and really be able to get massive benefit from it.

I have attached an excel; we reduced the tasks down and identified whom they
should be attributed to in the CRM.

First would be deleting all the old tasks that are currently attributed to every client
and auto trigger with new clients added to each column. From there I’d imagine
updating it for new clients would be easy enough, if we did that would they
automatically all get applied to the existing clients in those pipelines?

That would be ideal we would then all as a group spend 30 minutes clicking off all
our large group of new assigned tasks for our current clients so that everything that
is done for existing clients and everyone will have an accurate list of their tasks for
each current client / auto updated as clients were moved into the correct phases.

Let me know if this would be possible / timeline to make those adjustments.

Separate I would also love a quick intro on how to set up a task to automatically go
out to someone when a card is moved into its column, the above but on a smaller
scale to maintain / add new tasks as they develop. Also, our residential Sales
pipeline has a few stages where follow up calls need to be assigned within certain
timeframes. The columns are all set I just need to set the rules for those ones once
we have that instruction.

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Further to this we would be looking to add tasks and email automation to the Residential
Sales pipeline of the CRM as well. I have designed these tasks / request and assigned / a
flow chart for automation. This flow chart only handles the emails not the calls which
wouldn’t be automated with emails, but we would want a task going out to the applicable
employee when the card goes into that column. Let me know your thoughts, we have all
the email templates written it would just be programming the triggers and tasks for each
column,

1. Prospecting Phase

 Task: Prospecting email is sent out automatically.

 If Response: Move to "Input Hydro Data."
 If No Response: Move to "Pulse for Info" after 2 days (to be automated).
2. Pulse for Info
 Task: Email client follow-up template (Manual) - (to be automated).
 If Response: Move to "Input Hydro Data."
 If No Response: Move to "Pulsed Once" after 3 days (to be automated).
3. Pulsed Once
 Task: Email client follow-up template 2 (Manual). - (to be automated).
 If Response: Move to "Input Hydro Data."
 If No Response: Move to "Pulsed Twice" after 3 days (to be automated).
4. Pulsed Twice
 Task: Email client follow-up template 3 (Manual). - (to be automated).
 If Response: Move to "Input Hydro Data."
 If No Response: Move to "Final Pulse" after 7 days ((to be automated).
5. Final Pulse
 Task: Email client final pulse template (Manual). - (to be automated).
 If Response: Move to "Input Hydro Data."
 If No Response: Move to "Nurturing Funnel" after 7 days (to be automated).
6. Input Hydro Data
 Task: Admin inputs hydro data for client proposal (Task).
 Next Step: Move to "Design/Helio/Costing" (manual).
7. Design/Helio/Costing
 Task: Create Helio/Design/Costing for the proposal (Task).
 Next Step: Move to "Create Quote Package" (manual).
8. Create Quote Package
 Task: Generate quote package and send to the client (Task).
 Next Step: Move to either "Sent - Standard" or "Sent - Promising" (manual)

9A. Sent - Standard

 Task: Follow up with the client (Manual) - (to be automated)..

 1st follow-up: 1 day
 2nd follow-up: 3 days
 3rd follow-up: 7 days
 If Response: Client is reviewing or the deal is won.
 If No Response: Move to Final Follow up after 14 days (to be automated).

9B. Sent - Promising

 Task: Follow up with the client (Manual) - (to be automated).

 1st follow-up: 1 day
  2nd follow-up: 3 days
 3rd follow-up: 7 days
 If Response: Client is reviewing or the deal is won.
 If No Response: No action

10. Client Reviewing

 Task: The client is reviewing the proposal (no action)

 If No Response in 14 Days: Move to "Final Follow-Up."

11. Final Follow-Up

 Task: Email client final follow-up template (Manual) - (to be automated).

 If Response: The client timeline is extended, or the deal is won.
 If No Response in 7 Days: Move to "Nurturing Funnel." (to be automated).

12. Extended Timeline Active

 Task: The project is likely but extended - no action needed.

13. No Response or Delayed

 Task: Move to nurturing funnel after 3 days (to be automated).

Document of CRM task list and phases SHARED to your email

2. CRM Adjustments -

I wonder if it would be possible to adjust our CRM slightly.

When I open a contact's entry in the CRM, could it load Notes first automatically as opposed to
Activity? I have attached a screenshot, so you know what I mean.

Jira task for follow up https://act360web.atlassian.net/browse/DIAM-140

3. CRM task and triggers

They would like to add tasks and email automation to the Residential Sales pipeline of the CRM as
well.
CRM TASK LIST AND PHASES

(Jira task for follow up)

https://act360web.atlassian.net/browse/DIAM-138

Further to this we would be looking to add tasks and email automation to the Residential
Sales pipeline of the CRM as well. I have designed these tasks / request and assigned / a
flow chart for automation. This flow chart only handles the emails not the calls which
wouldn’t be automated with emails, but we would want a task going out to the applicable
employee when the card goes into that column. Let me know your thoughts, we have all
the email templates written it would just be programming the triggers and tasks for each
column,

1. Prospecting Phase

 Task: Prospecting email is sent out automatically.

 If Response: Move to "Input Hydro Data."
 If No Response: Move to "Pulse for Info" after 2 days (to be automated).
2. Pulse for Info
 Task: Email client follow-up template (Manual) - (to be automated).
 If Response: Move to "Input Hydro Data."
 If No Response: Move to "Pulsed Once" after 3 days (to be automated).
3. Pulsed Once
 Task: Email client follow-up template 2 (Manual). - (to be automated).
 If Response: Move to "Input Hydro Data."
 If No Response: Move to "Pulsed Twice" after 3 days (to be automated).
4. Pulsed Twice
 Task: Email client follow-up template 3 (Manual). - (to be automated).
 If Response: Move to "Input Hydro Data."
 If No Response: Move to "Final Pulse" after 7 days ((to be automated).
5. Final Pulse
 Task: Email client final pulse template (Manual). - (to be automated).
 If Response: Move to "Input Hydro Data."
 If No Response: Move to "Nurturing Funnel" after 7 days (to be automated).
6. Input Hydro Data
 Task: Admin inputs hydro data for client proposal (Task).
 Next Step: Move to "Design/Helio/Costing" (manual).
7. Design/Helio/Costing
 Task: Create Helio/Design/Costing for the proposal (Task).
 Next Step: Move to "Create Quote Package" (manual).
8. Create Quote Package
 Task: Generate quote package and send to the client (Task).
 Next Step: Move to either "Sent - Standard" or "Sent - Promising" (manual)

9A. Sent - Standard

 Task: Follow up with the client (Manual) - (to be automated)..

 1st follow-up: 1 day
 2nd follow-up: 3 days
  3rd follow-up: 7 days
 If Response: Client is reviewing or the deal is won.
 If No Response: Move to Final Follow up after 14 days (to be automated).

9B. Sent - Promising

 Task: Follow up with the client (Manual) - (to be automated).

 1st follow-up: 1 day
 2nd follow-up: 3 days
 3rd follow-up: 7 days
 If Response: Client is reviewing or the deal is won.
 If No Response: No action

10. Client Reviewing

 Task: The client is reviewing the proposal (no action)

 If No Response in 14 Days: Move to "Final Follow-Up."

11. Final Follow-Up

 Task: Email client final follow-up template (Manual) - (to be automated).

 If Response: The client timeline is extended, or the deal is won.
 If No Response in 7 Days: Move to "Nurturing Funnel." (to be automated).

12. Extended Timeline Active

 Task: The project is likely but extended - no action needed.

13. No Response or Delayed

 Task: Move to nurturing funnel after 3 days (to be automated).

4. CRM emails

You need the templates for the email follow up we would like to go out with the various stages at
the desired time intervals to move a lead through the CRM without needing our input until they
respond.

The excel also covers the tasks to send Paul a task to call a client with each of the steps hit

- I’ve made some slight changes to the attached spreadsheet. We’ve removed
the Pulse Once phase. The remaining categories should all still be relevant.

CRM - TASK LIST AND PHASES - ASSIGNED - 2024-AUG-12 2.xlsx

The email templates (3) are also attached. If you can automate these emails to
be sent unless we receive a response.

EMAIL Templates:
Residential Solar Intereset - Final Pulse Email.docx
Residential Solar Intereset - Pulse for Information Email.docx
Residential Solar Intereset - Pulse Twice Email.docx

5. Website responses

 Do you have specific templates in mind for the automated emails? If

so, could you provide them?
o Please see the attached email address we currently receive
for website leads (“New Website Inquiry”). This is perfectly
adequate.

o
o Paul ([email protected]) needs to be set up
for residential website leads.
o Corey ([email protected]) and myself
([email protected]) need to be set up to receive
commercial website leads.
o The same template can be used for both residential and
commercial website leads.
 Would it be email notifications only or do you want to include
details? Such as message content, user info, etc.
 o Please use the attached email template. Email notifications
which include details.
 What type of responses are we focusing on? Are these responses to
contact forms, inquiries, or something else.
o Contact forms and inquiries should be sufficient.
we would still like to receive email notifications for email responses from
potential clients already within the CRM. (See the attached screenshot).
I’m not sure if this is possible, but maybe it is.

Jira task
https://act360web.atlassian.net/browse/DIAM-143

7. Google Ads

Setup so that new leads from the webhook create an opportunity in the
google ads pipeline, send an email notification, and create a contact with
all the details

here's the trigger with the correct web hook on it, so it just needs setup
finished

https://crm.act360.ca/location/7e5CUixevKXPHFAmyzTF/workflow/
1e7cc066-0719-43ec-9ffa-ab937f18e852

Jira task

https://act360web.atlassian.net/browse/DIAM-158

DONE 8.Flyer sending and deduplicating new list and resend: Jira task
for follow up:

https://act360web.atlassian.net/browse/DIAM-155

8. Separate OUR leads from Sauve leads

Sent by Email – “LEAD ALLOCATION”

Check leads list in the forwarded email

Leads from the form under Diamond Renewable Energy - Remarketing.

Jira task for tracking

https://act360web.atlassian.net/browse/DIAM-159