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Automated Events

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Configuring Automated Events in Membrain gives you the power to automate actions whenever an event occurs.  This clever feature minimizes tedious manual tasks and streamlines workflows for your sales managers and sales teams. Automated events are easy to set up and can be used both in Sales Projects and with Prospecting Campaigns.

You can use these automated events to do useful things like:

  • Add a label "customer" when a sales project is won
  • Send an email to the Sales Manager when a Sales Project has been archived
  • Create a task for a colleague (in our outside Membrain) when a certain step is completed in a Sales Project
  • Send a message to Membrain Guide to a Sales Coach when a Red Flag is Generated
  • Send a notification to a Slack Channel to inform the Sales team when a Prospect has been converted to a Sales Project

Events in Sales Projects

Administrators can add automated events to a sales process from the process editor. To do this go to:

  1. System Setup - Sales Process list.
  2. Click on the Sales Process you would like to add the automated event to Scroll down and click on the Add Event button.
  3. Here you choose the event you want to be the trigger, and the action you want to happen.
Take a shortcut to the Sales Process editor by hovering over the Process's name in the Sales Process list until you see the pen icon and click on it.

 add_auto_events_sales.PNG
 
Example 1

Our regional sales manager has a team of 6 sales representatives. This person wants to receive an email every time a red flag pops up for a sales project. The email should also be sent to the sales operations manager. 

Add:

  1. Event: Red flag.
  2. Action: Send Mail.
  3. Add the email addresses of regional sales manager and sales operations manager in recipients field
  4. Add a text to the email. For example:
    “This sales project has received a red flag. Please review and advise sales representative of best course of action”.
  5. Select whether this action should be triggered for red flags in all stages of the sales process, or specific ones. 
  6. Click save.

Example 2

Even though we may not win every sales project that enters the pipeline, we do not want to lose out on future opportunities. For our “New Sales” sales process, we want to apply a rule that Automatically puts the company back into our prospecting campaign when a sales project has been archived, Reminds the sales rep who managed the opportunity to call them back in 4 months, Only proceeds with adding the company to a prospecting campaign with the following archive reasons: Client did not have time/money/resources, Client not reachable
 
Add:

  1. Event: Sales Project Archived.
  2. Action: Create Prospect.
  3. Select “New Sales” in the process drop down list. Add a note around this if suitable (this note will be viewed by the sales representative).
  4. Follow up in: 120 days (4 months).
  5. Applies to archived reason: Client did not have time/money/resources, Client not reachable.
  6. Save.

Alert non Membrain users of events

You can also set up an event which can send an email to somebody in your organisation who doesn't have a Membrain account, but is important to the overall success of the project. For example "technical presales" person or somebody in your accounts department.   

action-send_mail.PNG

If you have some information gathering steps that need to be done before a presales support person (let's say you have a team of 3-4) is brought on to the opportunity. Now that person can be handed the baton by being notified at the perfect time in the opportunity where they have all the information they need to be able to do want they need to help move the opportunity forward. When the person hands it back over to the sales person, just add an event that notifies the sales project owner again. 

Or why not let your back-office contact know that an opportunity is about to close so they can start setting up the billing routines and start working on the operational aspects of bringing a new client on-board. 
 

Events in Prospecting Campaigns

Administrators can add automated events to a Prospecting Campaign from the Campaign editor. To do this go to:

  1. System Setup -Prospecting Campaigns list.
  2. Click on the Campaign you would like to add the automated event to.
  3. Scroll down and click on the Add Event button.
  4. Here you choose the event you want to be the trigger, and the action you want to happen.
Take a shortcut to the Prospecting Campaign editor by hovering over the campaigns name in the campaign list until you see the pen icon and click on it

add_auto_events_prosp_camp.PNG 

 

Example 1

Create an event that automatically notifies a sales manager when a prospect has been converted to a sales project, so he/she can create an action plan together with the sales representative.

Add:

  1. Event: Prospect converted to sales project.
    Action: Send Mail.
  2. Enter the email address to the sales manager.
  3. Tick "Send to prospect owner" box if he/she should also receive the email.
  4. Add own content for the template email, such as: "A prospect has been converted and has entered the pipeline.
  5. Click on the link in this email to see more. Schedule time with the sales project owner to establish an action plan to win the business".
  6. Save.
     

Example 2

Create an event that automatically assigns the operations manager with a task of allocating internal resources for the new opportunity that has entered the pipeline

Add:

  1. Event: Prospect converted to sales project.
  2. Action: Create Task.
  3. Select the Operations Manager in the drop down list under "Create Task For".
  4. Select the type of task in the next drop down list. If you wish to hide the task until a later time, enter the number of days in the box provided.
  5. Add a text that will be visible in the task created, such as: "A prospect has been converted and has entered the pipeline. 
  6. Click on the link in this email to see more. Please allocate the internal resources required for this sales project ASAP!
  7. Save.
     

Some more examples of workflows you can create for Prospects:

  • Advise a regional sales team when marketing has added a new prospect to their leads list.
  • Remove a prospect label when it is converted to a sales project.
  • Send an email to your sales team when a new inbound lead is created so they can respond as quickly as possible.
  • Send an email to the sales coach when a highly strategic prospect isn’t receiving the attention it needs.
  • Add a label to a prospect when it’s disqualified with an indication they are a great fit, but not quite ready yet. With an integrated marketing approach your marketing team can then easily pick up on this and nurture that prospect back to a sales-ready lead.