This article provides an in-depth explanation of the "Find Contact" workflow action, a powerful tool designed to automate contact searches within your CRM. You’ll learn what this action does, its key benefits, how to configure it step-by-step, and real-world use cases. Finally, we address common questions to help you maximize its potential.
TABLE OF CONTENTS
- What is Find Contact Workflow Action
- Key Benefits of Find Contact Workflow Action
- Configuring the "Find Contact" Workflow Action
- Name Your Action
- Select Fields
- Standard Fields
- Custom Fields
- Use Cases
- Frequently Asked Questions
What is Find Contact Workflow Action
The Find Contact workflow action enables you to automatically search for and identify a contact in your database using specified criteria, such as standard or custom fields. This action is great for ensuring accurate and personalized interactions by checking if a contact already exists before moving forward with other workflow steps. It’s flexible enough to work with different triggers, making it an essential tool for keeping your data organized and your workflows running smoothly.
Key Benefits of Find Contact Workflow Action
- Enhanced Workflow Efficiency: Automates the contact search process, saving time and reducing manual errors.
- Flexible Search Capabilities: Supports standard and custom fields, allowing precise and tailored contact searches.
- Dynamic Integration: Works with triggers like Inbound Webhook and Marketplace Triggers, adapting to different workflow scenarios.
- Advanced Matching: Includes external reference matching, enabling searches based on custom identifiers like “Stripe Customer ID.”
- Improved Customer Engagement: Ensures accurate targeting for communications and follow-ups, enhancing customer interactions.
Configuring the "Find Contact" Workflow Action
Follow these steps to configure the "Find Contact" action in your workflow.
Access Workflow Settings
Navigate to the workflow builder inside "Automation" section in your CRM. Create a new workflow from scratch or select the existing workflow where you want to implement the "Find Contact" workflow action.
Add a New Action
Click “+” icon and select "Find Contact" action from the dropdown menu.
Name Your Action
Provide a descriptive name, such as “Find Contact by Email.”
Selecting Standard Fields
Options include First Name, Last Name, Email, Phone, and more.
Selecting Custom Fields (optional)
If you haven't already created the custom field, Add unique fields such as “Customer ID” or “Subscription Tier.” If you have them already, Just scroll down to find the Custom Fields you have created within the system.
Configure Triggers
Pair the action with triggers like "Inbound Webhook" to activate it dynamically.
Test and Save
Validate the configuration using test data to ensure accuracy. Save the action once the setup is complete.
Publish the Workflow
Enable the workflow to automate the contact search process effectively.
Use Cases for the Find Contact Workflow Actions
1. Follow-Up Communication
Scenario: A sales team wants to locate a contact based on their email address submitted through a web form and send a follow-up email.
Outcome: If the contact is found, the workflow sends a personalized follow-up email and notifies the sales team.
2: External Reference Matching
Scenario: A payment processor provides a “Stripe Customer ID” in a webhook, and the business needs to match this ID with a contact in their CRM.
Outcome: The workflow finds the contact, updates their payment status, and sends a confirmation email.
3: Data Validation for Marketing Campaigns
Scenario: A marketing team wants to ensure that contacts in a campaign meet specific criteria before sending promotional emails.
Outcome: The workflow validates the contact, updates their record if necessary, and includes them in the campaign.
4: Onboarding Assistance
Scenario: A customer completes a sign-up form, and the business wants to locate their record to assign them to an onboarding specialist.
Outcome: The workflow locates the contact and assigns the record to an onboarding specialist for immediate follow-up.
5: Lead Scoring Integration
Scenario: A lead scoring system generates a score, and the workflow needs to update the corresponding contact in the CRM. With the "Find Contact" workflow action, the workflow finds the contact, updates their lead score, and notifies the sales team for prioritization.
Outcome: The workflow finds the contact, updates their lead score, and notifies the sales team for prioritization.
Frequently Asked Questions
Q1: What happens if the contact is not found?
If the contact is not found, the workflow typically skips subsequent steps or follows a predefined fallback action, such as creating a new contact record.
Q2: How does external reference matching work?
You can store external identifiers, such as a “Stripe Customer ID,” in a custom field. The Find Contact action uses this field to locate the corresponding contact in the CRM.
Q3: Can I combine this action with other workflow actions?
Absolutely. The Find Contact action can be paired with other actions like “Send Email” or “Update Contact” to create complex workflows.
Q4: Is this action compatible with all workflow triggers?
The Find Contact action is compatible with triggers such as "Inbound Webhook," Marketplace Triggers, and other data-driven triggers, making it highly versatile.
Q5: Can I use multiple fields for the search?
Yes, you can configure multiple fields to refine the search criteria. All specified field values must match for the action to locate the contact. The "Find Contact" action supports the following fields: