Automated Lead Processing & CRM Notification System
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Lead ManagementAICRMERPNextautomationcustomer serviceemail automationlead generationsaleswebhookworkflow
Automate lead management: Analyze, categorize, and notify relevant contacts via email, integrating with CRM like ERPNext.
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About This Workflow
How it Works
This n8n workflow is designed to streamline your lead management process by automating the analysis and distribution of new customer inquiries. It begins by receiving lead data, likely from a webhook triggered by a form submission or CRM event.
The core of the workflow involves an AI agent (likely an OpenAI node) that acts as a "System Prompt" interpreter. This AI is instructed to:
- Analyze Lead Notes: Extract crucial details like customer name, organization, contact information, and the specific nature of their inquiry.
- Categorize Inquiries: Determine if the lead is relevant to the company's products, services, or solutions. Inquiries unrelated to these (e.g., job applications) are classified as invalid.
- Identify Responsible Contacts: Based on the inquiry type, the system searches a contact database (simulated by a "Telephone Directory" reference, likely a Google Sheet or internal data source) to find the appropriate recipient(s).
- Generate Email Notifications: For valid leads, it constructs a professional email notification. This email is sent from the system, summarizing the customer's request and including all necessary details for the recipient to take action. It clearly outlines the customer's name, organization, contact details, and a concise summary of their needs.
- Handle Invalid Leads: If an inquiry is deemed invalid, a predefined error message is returned.
The workflow then prepares this information for an email client, specifically mentioning "Microsoft Outlook" and "Fields for Outlook." It dynamically populates email addresses and subject lines, and crucially, transforms the AI-generated plain text email body into HTML for better presentation. Finally, it includes a direct link to the lead within a CRM system, likely ERPNext, for easy follow-up and reference.
Essentially, it acts as an intelligent intermediary, ensuring that every new lead is correctly processed, routed to the right person, and flagged for prompt action, while maintaining a clear system-generated communication channel.
Key Features
- Automated Lead Analysis: Utilizes AI to extract key information from lead notes.
- Smart Categorization: Distinguishes between valid product/service inquiries and irrelevant requests.
- Contact Routing: Dynamically identifies the correct internal contact based on inquiry type.
- System-Generated Email Notifications: Drafts professional emails summarizing customer needs for internal teams.
- CRM Integration (ERPNext): Includes direct links to leads within your ERPNext instance.
- Email Formatting: Converts plain text email content to HTML for enhanced readability.
- Error Handling: Gracefully handles invalid or irrelevant leads with a clear message.
- Webhook Trigger: Designed to be initiated by incoming data from external sources.
How To Use
- Configure Webhook Trigger: Set up the initial webhook node to receive incoming lead data (e.g., from a website form, CRM API, or other lead generation tool).
- AI Prompt Configuration: Customize the "System Prompt" within the AI node to refine how lead notes are analyzed, categorized, and how the email content should be structured. Adjust the "Email Template for Relevant Leads" section as needed.
- Contact Database Integration: Ensure your "Telephone Directory" (likely a Google Sheet or similar data source) is correctly configured and accessible. Map the fields within the AI node's output to the fields used to search this database.
- CRM Data Fetching: Configure the "Get Lead Data from ERPNext" node with your ERPNext API credentials and the correct URL to retrieve specific lead details.
- Email Preparation: Verify the "Fields for Outlook" node is correctly set up to pull the required email addresses, subject line components, and the generated email body.
- HTML Body Formatting: Review the JavaScript code in the "Email Body for Outlook" node to ensure it accurately converts your desired plain text email structure into HTML. Customize the regex patterns if your AI output format differs.
- Email Sending Configuration: Set up your Microsoft Outlook credentials and confirm the recipient addresses, subject, and the generated HTML body are correctly mapped in the Outlook sending node.
- Testing: Thoroughly test the workflow with various lead scenarios (valid and invalid) to ensure all steps function as expected.
Frequently Asked Questions
You will likely need credentials for: * **AI Service (e.g., OpenAI):** If you're using an OpenAI node for AI processing, you'll need your OpenAI API key. * **Email Service (e.g., Microsoft Outlook):** For sending the notification emails, you'll need to authorize n8n to access your Outlook account, usually via OAuth2. * **CRM/Database Access (e.g., ERPNext, Google Sheets):** If you're fetching contact details from a CRM like ERPNext or a Google Sheet acting as a telephone directory, you'll need API keys or OAuth credentials for those services.
The workflow includes a specific instruction in the AI's "System Prompt" to classify inquiries. If the AI determines that a lead is unrelated to products, services, or solutions (e.g., job inquiries, general feedback not seeking a solution), it is instructed to return a predefined string: `"Invalid Lead - Not related to products, services, or solutions."` This output will then be handled by subsequent nodes, preventing an email from being sent and potentially triggering a different, specific action or simply logging the invalid lead.
Yes, absolutely. The workflow is highly customizable: * **AI System Prompt:** The core AI logic is defined within the "System Prompt" of the AI node. You can modify this text extensively to change how the AI analyzes lead notes, categorizes inquiries, and what information it prioritizes. * **Email Template:** The "Email Template for Relevant Leads" section within the AI's system prompt is where you define the structure of the email body. You can adjust the subject, the salutation, the order of information, and the call to action. * **HTML Formatting:** The JavaScript code within the "Email Body for Outlook" node allows you to further refine how the plain text email body is converted into HTML. You can modify the regular expressions to match any changes you make to the AI's output format.
Reddit User Reviews
N
u/n8n_automation_ninja32
This looks like a solid starting point for any sales org. The AI analysis combined with direct CRM linking is clutch. Does the "Telephone Directory" part usually map to a Google Sheet or an actual DB query node in your setup?
Reddit
D
u/dev_explor3r18
Finally! Been meaning to build something similar for lead routing. The JS for converting email to HTML is a nice touch. Any known issues with different Outlook versions, or is it pretty standard?
Reddit
C
u/cloud_whisperer25
The system prompt is quite detailed. I like how it explicitly handles invalid leads. Saves a lot of manual triage. Wondering how it scales with really complex lead notes?
Reddit
Apps Used
A
AIC
CRME
ERPNexta
automationc
customer servicee
email automationl
lead generations
salesw
webhookw
workflowWorkflow JSON
{
"id": "308d60f6-5e9c-4f3c-b48e-4f67c21223c6",
"name": "Automated Lead Processing & CRM Notification System",
"nodes": 0,
"category": "Lead Management",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
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ID: 308d60f6-5e9c...
About the Author
DevOps_Master_X
Infrastructure Expert
Specializing in CI/CD pipelines, Docker, and Kubernetes automations.
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Downloads10
Rating
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Verification Info
Community Verified
This workflow has been verified by the community
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