From enquiry to CRM
A form or email creates a new enquiry. The workflow checks essential information, looks for duplicates and organises it in the CRM. It can prepare an internal summary and notify the appropriate owner.
All servicesCAPABILITY / 02
WORKFLOWS / INTEGRATIONSAI Automation
Work moves forward. Automatically.
We connect your tools and design workflows that turn recurring actions into organised processes.
THE CHALLENGECONTEXT BEFORE TECHNOLOGY
Your team repeats the same work over and over.
From classifying an enquiry to preparing a report, every workflow needs accurate data, rules and exception handling. We build automation that can be reviewed and maintained.
WHAT WE DELIVERA clear scope.
A clear scope.
Specific deliverables.
- 01Workflow design and approval steps
- 02Connecting compatible tools, CRM systems and data
- 03Validation, notifications and error handling
- 04Documentation and team training
IN PRACTICE / ILLUSTRATIVE SCENARIO
What it could look like in practice.
A new enquiry is recorded in the CRM, classified by service and used to prepare a response draft. The team reviews and approves it before sending.
What we evaluate
Completion time, manual steps and exception rates.
A CLOSER LOOK / AI AUTOMATION
What it means
for your business.
Automation connects steps currently performed by hand. AI can be added where text understanding, classification or drafting is needed. We design the entire path from trigger to completion, with checks for cases where events do not unfold as expected.
From data to report
We gather information from agreed sources and create a consistent report structure. Calculations follow defined rules, while AI can help draft commentary. Conclusions are checked before presentation to clients or management.
From catalogue to draft
Available product specifications are checked for completeness. Records meeting the rules receive content drafts; those needing confirmation enter a separate review queue. Publication follows the agreed approval step.
THE WORK / STEP BY STEP
From our first conversation
to everyday use.
Each collaboration is built around your specific task. These phases help establish expectations, deliverables and responsibilities before we move forward.
Understanding and defining the scope
We discuss the goal, examine the current process and define the scope. We document sources, tools, owners and constraints. Before implementation, you know what will be examined, what will be delivered and what your team needs to provide.
Preparation and design
We organise the necessary information and design the application's workflow. We define quality checks, approval levels and how to handle missing information. The rules must be understandable and consistently applicable.
A focused test
We test an agreed set of cases. Alongside typical examples, we examine ambiguous requests, incomplete data and exceptions. We record what works, what needs improvement and where human intervention is required.
Evaluation and handover
We compare the result with the agreed criteria. We deliver the planned materials and explain how to use them. Your team understands the necessary checks and how to report problems.
Support and development
Where ongoing collaboration is agreed, we monitor operations and adapt the application as needs change. Expansion depends on test results and support capacity, rather than the volume of work alone.
BEFORE WE START
What we will need from you.
For the first conversation, simply describe your need. The required information and access are identified once the scope is defined.
- A description of the current workflow, including exceptions.
- A list of tools and owners responsible for required access.
- Agreed validation and approval rules.
- Indicative work volumes and evaluation criteria.
QUESTIONS / ANSWERSUNDERSTAND BEFORE YOU DECIDE
How does AI differ from ordinary automation?
Ordinary automation follows fixed rules, such as transferring form data to a CRM. AI can help when interpreting or drafting text is needed. Often, the most useful solution combines both.
Can our existing tools be connected?
We assess each system's integration capabilities, permissions and constraints. Where a suitable access mechanism exists, we design a connection. If a tool cannot support reliable integration, the proposal reflects that limitation.
Will messages be sent automatically?
That depends on the agreed workflow. We can start with drafts and human approval. If automatic sending is included, we define specific rules, exceptions and checks before activation.
What happens when data is missing?
The workflow should recognise essential information and stop when it is absent. Rather than inventing it, the system can notify someone or request clarification. The response to each case is part of the design.
How are duplicate records avoided?
We define how to recognise a processed record and when another action is permitted. A unique enquiry identifier, for example, can support that check. Retries and behaviour after interruptions are tested in the pilot.
Does automation need maintenance?
Yes. Services change, access expires and processes evolve. Operations need an accountable owner, error monitoring and rule updates. We agree who handles these responsibilities after handover.
How do we measure whether it was worthwhile?
We compare time and manual steps before and after. We also examine errors, exceptions and human editing time. Subscriptions, tool usage and maintenance are included for a complete picture.
Can we start with just one process?
That is usually a useful starting point. We choose a focused workflow, define the result and test it in practice. If it achieves the required quality, we consider extending it to other tasks.
Let's start
with what you need.
Tell us which task you want to improve. We will discuss the possibilities, data and boundaries before recommending a solution.
Talk to DIGITALNOW ✳