Play 7 Workflow Diagram (Visual)

This workflow maps the complete email assistant process from trigger to delivery. Each stage includes specific decision points, data requirements, and quality gates. Use this as your implementation blueprint.

The workflow activates when specific events occur in your systems. Configure these exact triggers:

CRM

Triggers

• New contact created with "Prospect" status
• Opportunity stage changes to "Qualified"
• Contact record updated with "Meeting Requested" flag
• Account owner reassignment occurs

Calendar Triggers

• Meeting scheduled with external attendee
• Post-meeting follow-up window opens (24 hours after end time)
• Quarterly check-in date arrives for dormant clients

Behavioral Triggers

• Contact downloads gated content from website
• Email link clicked (specific resources only, not unsubscribe)
• Form submission on service inquiry page
• Third consecutive website visit within 30 days

Each trigger must pass a qualification filter before proceeding. The filter checks: Is this contact opted-in? Has this contact received an email in the past 7 days? Is the contact record complete enough for personalization?

The assistant pulls information from three sources simultaneously.

From CRM

(Salesforce, HubSpot, or similar)

• Full name and title
• Company name and industry classification
• Account owner name
• Last interaction date and type
• Current opportunity value (if applicable)
• Custom fields: practice area interest, referral source, engagement score

From Email Platform (Outlook, Gmail via API

)

• Previous email thread history with this contact
• Sender's email signature block
• Sender's calendar availability for next 14 days

From Content Library

• Recent firm publications matching contact's industry
• Case studies from contact's sector
• Relevant attorney bios (practice area match)

The assistant creates a data packet with all fields populated. If any required field returns null, the workflow pauses and flags the contact record for manual data entry.

The assistant selects from your template library using a decision tree.

Primary Selection Criteria: Trigger Type

• New prospect → "Introduction + Capability Overview"
• Post-meeting → "Meeting Recap + Next Steps"
• Content download → "Resource Follow-up + Consultation Offer"
• Dormant client → "Check-in + Recent Wins"

Secondary Selection Criteria: Contact Attributes

• C-suite title → Executive-focused template (shorter, strategic)
• In-house counsel → Legal-specific template (technical depth)
• Referral source present → Warm introduction template (mentions referrer)
• Existing client → Relationship maintenance template (assumes familiarity)

Template Structure Requirements

Every template must contain these elements:

• Subject line with [CONTACT_NAME] or [COMPANY_NAME] variable
• Opening line referencing [TRIGGER_EVENT]
• Body paragraph with [PERSONALIZATION_BLOCK] placeholder
• Clear call-to-action with [CALENDAR_LINK] or [RESOURCE_LINK]
• Signature block with [SENDER_NAME] and [SENDER_TITLE]

Example template snippet:

Subject: Quick follow-up, [CONTACT_NAME]

Hi [CONTACT_NAME],

[TRIGGER_EVENT_REFERENCE]

[PERSONALIZATION_BLOCK]

I'd like to continue our conversation. [CALENDAR_LINK]

Best,
[SENDER_NAME]

The assistant populates template variables using the data packet from Stage 2.

Personalization Block Construction

The assistant builds this section using conditional logic:

If recent_interaction exists: "Following up on our [interaction_type] on [date], I wanted to share [relevant_resource]."

If industry_match exists: "Given your work in [industry], you might find our recent [case_study_title] relevant."

If referral_source exists: "[Referrer_name] suggested we connect about [topic]."

If none exist: "I noticed [company_name]'s recent [news_item] and thought our work in [practice_area] might be relevant."

Calendar Link Insertion

The assistant checks sender's calendar availability and inserts a Calendly or Microsoft Bookings link with these parameters:

• Duration: 30 minutes (prospect) or 60 minutes (existing client)
• Buffer: 15 minutes between meetings
• Availability window: Next 14 business days
• Time zone: Contact's location (pulled from CRM

  CRM

  Click to read the full definition in our AI & Automation Glossary.

  )

Resource Link Selection

If the template includes a resource offer, the assistant selects the highest-relevance item:

• Match contact's industry tag to content taxonomy
• Prioritize content published within past 90 days
• Select format based on engagement history (PDF for downloaders, video for clickers)

Before delivery, the draft enters a three-tier review queue.

Automated Quality Checks (Instant)

• Subject line under 60 characters
• Body text between 100-250 words
• All variables populated (no [PLACEHOLDER] text remaining)
• Links functional (HTTP 200 response)
• Sender signature present
• Unsubscribe link present

If any check fails, the draft moves to manual review queue with failure reason flagged.

Marketing Review (Optional, 2-hour SLA)

Triggered when:

• Contact is high-value (opportunity value >$50K)
• Template is newly created (used <10 times)
• Previous email to this contact bounced

Reviewer checks:

• Brand voice consistency
• Compliance with firm messaging guidelines
• Appropriate formality level for recipient

Partner Approval (Required for specific scenarios)

Triggered when:

• Contact is existing client of another partner
• Email references specific legal advice or case outcome
• Contact is flagged as "sensitive" in CRM

  CRM

  Click to read the full definition in our AI & Automation Glossary.

Partner receives Slack notification with draft preview and one-click approve/reject buttons.

Once approved, the assistant schedules send time using these rules:

Optimal Send Windows

• Tuesday-Thursday, 9:00-11:00 AM recipient's time zone
• Avoid Mondays (inbox overload) and Fridays (low engagement)
• For executives: 6:00-7:00 AM (early inbox positioning)

Delivery Method

• Sends from sender's actual email address (not noreply@)
• Uses sender's email server (maintains deliverability reputation)
• Includes tracking pixel for open detection
• Wraps all links with click-tracking parameters

Immediate Post-Send Actions

• Creates task in sender's CRM

  CRM

  Click to read the full definition in our AI & Automation Glossary.

  : "Follow up if no response in 5 days"
• Logs activity on contact record with email content
• Starts engagement timer for response tracking

The assistant tracks three outcome paths.

Path A: Positive Response

• Contact replies with interest or books meeting
• Assistant creates opportunity in CRM

  CRM

  Click to read the full definition in our AI & Automation Glossary.

  (if none exists)
• Notifies sender via Slack with response summary
• Suggests next action: "Send meeting prep materials" or "Loop in subject matter expert"

Path B: Neutral Response

• Contact opens email but doesn't click or reply within 48 hours
• Assistant waits 5 business days, then triggers follow-up sequence
• Follow-up email uses "Gentle Reminder" template with different resource offer

Path C: No Response

• No open detected within 7 days
• Assistant checks: Has contact engaged with other firm content? Is email address still valid?
• If contact is active elsewhere, assistant suggests alternative outreach (LinkedIn message, phone call)
• If contact is inactive, assistant reduces engagement score and pauses outreach for 90 days

The assistant maintains real-time metrics for continuous optimization:

Email-Level Metrics

• Open rate (target: >40% for warm contacts, >25% for cold)
• Click-through rate (target: >15%)
• Response rate (target: >10%)
• Meeting booking rate (target: >5%)

Template-Level Metrics

• Performance by template type
• Subject line A/B test results
• Optimal send time by recipient segment

Sender-Level Metrics

• Individual attorney performance
• Response rate by practice area
• Conversion to billable work

Review these metrics weekly. If any template performs below target for three consecutive weeks, retire it and create a replacement.

Set up these integrations before activating the workflow:

• [ ] CRM API connection with read/write permissions
• [ ] Email platform API

  API

  Click to read the full definition in our AI & Automation Glossary.

  (Microsoft Graph or Gmail API

  API

  Click to read the full definition in our AI & Automation Glossary.

  )
• [ ] Calendar integration (Calendly, Microsoft Bookings, or similar)
• [ ] Link tracking service (Bitly, UTM parameters)
• [ ] Slack webhook for notifications
• [ ] Content management system for resource library
• [ ] Template storage (Google Docs, Notion, or CMS)

Configure these automation rules in your workflow tool (Zapier, Make, or native CRM

automation):

• [ ] Trigger listeners for each event type
• [ ] Data enrichment sequences
• [ ] Template selection logic (if/then rules)
• [ ] Approval routing based on contact attributes
• [ ] Send time optimization algorithm
• [ ] Response classification (positive/neutral/none)

Test the complete workflow with internal contacts before deploying to real prospects. Send 10 test emails and verify each stage executes correctly.

This workflow reduces email drafting time from 15 minutes to 90 seconds while maintaining personalization quality. Your team focuses on conversations, not composition.