Manage Pipeline Automation

How to move and/or change leads using pre-configured rules

Jeppe Liisberg avatar
Written by Jeppe Liisberg
Updated over a week ago

Myphoner allows you to create simple rules that can change or move leads either manually or automatically at given intervals.

This functionality can be used to create lead pipelines - or sales funnels - where leads move through a defined lifecycle of qualifications to become customers. An example could be leads going from "Cold leads" to "Prequalified" to "Warm leads" to "Meeting booked" to "Trials" to "Customers". Each of those names is a step in your pipeline, and you can define them exactly the way you want, with as many or as few steps as you want. This article will help you understand and set up the Lead migration rules to move your leads through your pipeline, once you know how you want it to look.

What is Pipeline Automation?

Simply put you can move/manipulate leads using pre-configured rules to move them through your desired pipeline. We let you create the rules and save them. We interchangeably call this an automation or a migration.

The building block of your sales funnel design is such migrations. This is where you define your rules that move your leads from one list to another, or from one step in your sales pipeline to the next.

In Preparation

List, Campaign, or Step?

In myphoner, a List is the basic denomination of a lead collection. We chose to call it a list, but you can call it a campaign or a pipeline step if it suits you better. It depends on the context.

For the purpose of migrations, these terms are completely synonymous. But depending on the reason why you are migrating leads, you might prefer one term over the other. Just keep in mind that synonymy.

Getting to the migration screen

Choose New Pipeline Automation in the context menu of the list. The context menu is the button you see in both the Manage -> Lists screen and the Work screen.

When viewing the list, its context menu is available from the submenu (see screenshot).

Getting there can also be done from the manage section of Myphoner. Go to Manage > Pipeline > Create Automation

Before you create a pipeline automation there are a few key elements to consider:

  • When moving leads from one list (A) to another existing list (B): fields from list 'A' need to exist in list 'B' (the order of fields doesn't matter). If the fields are not identical, the migration will fail with a warning telling you what fields it couldn't match.

  • Could using Segments get the same results that you need for the workflow? Segments allow leads to automatically be moved to a 'mini list' once they reach certain criteria, the leads will still exist in the main list.

  • Pro Tip: You can migrate a single lead to another list by clicking the icon next to the list name when viewing the lead.

Scoping

When migrating, you need to decide what leads to migrate. You must choose a list for the migration as well as an action. The rest is optional. If you do not fill in the states and categories, all leads will be migrated.

  1. Give your automation a name.

  2. Select the list that you want to move the leads from.

  3. Select the target list = ie the list that the leads must be moved to. Note: It can be the same list (for example if you want to simply change states.

  4. Select the frequency if you want this migration to be automatically run at certain intervals (hence the name "automation").

  5. You can then select the specific criteria by selecting the desired:

    1. states (callback/winner/loser/archive)

    2. categories - these will be dependent on the states selected and the list itself.

    3. last contact attempt - useful for recycling expired leads.

    4. which agent has the leads claimed?

    5. only unclaimed and/or overdue leads.

  6. Filter on Lead data: You can add additional conditions/filters based on the list fields. Note: The target list needs to be selected before adding filters

Define Changes to the Leads

The next step is to decide what change you want to make for the leads that will be selected from the above criteria.

  1. Mark leads as - allows you to either keep the disposition the same or change them as needed (for example callback leads to new).

  2. Delegate leads - allows you to have the leads claimed by a particular agent.

  3. Give back leads - sets the leads back to an unclaimed state.

  4. Reset follow-ups - this will queue the leads for immediate calling.

  5. Reset activity log - deletes activity log, makes lead look brand new.

Lastly, you'll need to complete the automation, we always suggest clicking 'Save & Test' first as you can then see if there would be an error/work as expected.

Testing the migration before you run it

To make it clear what will happen, before it actually happens, we provide a migration test, that will simulate the migration without changing anything.

When you think your scope is right, simply click the Save & test button and wait for the result.

When the simulation is over, the migration log will show you what is going to happen, including how many leads the migration is going to be affected.

You can adjust your scope and test again as many times as you like, and only run the migration when you are confident it is correct.

The rest is easy. When you are confident that the test output is correct, just hit the Save & run now button.

When leads are migrated, an event is created in their activity feed. So you can always see when and how a lead was moved around between lists by looking at the lead.

When running the migration, You'll be taken to the migration overview page:

On this screen, you'll see the exact 'runs completed' and all the information of the automation.

Manage Existing Automation

To manage existing automation go to Manage > Pipeline > Automation. You have the ability to:

  1. Run the automation again - do this by clicking the play button.

  2. Reconfigure the automation - select the settings button.

  3. Delete the automation - click trash can and confirm deletion.

See also:
โ€‹How to export your data

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