Form Submission to CRM and Email Marketing Automation Workflow

Workflow Name

Form Submission to CRM and Email Marketing Automation Workflow

Key Features and Highlights

This workflow integrates form triggers, email verification, customer relationship management (SuiteCRM), and email marketing platform (Brevo) to automate the entire process from form data collection to lead creation, email validity checking, and multi-channel notifications. Highlights include real-time email validity detection, low credit alerts, invalid email warnings, and seamless multi-system coordination, enhancing customer data quality and marketing efficiency.

Core Problems Addressed

• Preventing email bounces caused by invalid email addresses to ensure the success rate of marketing campaigns.
• Automatically synchronizing qualified lead information into the corporate CRM system (SuiteCRM), avoiding manual entry errors and omissions.
• Monitoring the credit balance of the email verification service in real time to prevent service interruptions.
• Delivering instant multi-channel notifications via NextCloud discussion boards to improve team collaboration and response speed.

Use Cases

• Collecting potential customer information through online forms during marketing campaigns while ensuring data accuracy.
• Enabling sales teams to automatically acquire and manage leads, improving follow-up efficiency.
• Allowing customer support teams to monitor the status of the email verification service to avoid business impact due to insufficient credits.
• Facilitating real-time receipt of critical business notifications within the enterprise via NextCloud discussion boards.

Main Workflow Steps

1. Form Trigger (Tally Forms Trigger): Listen for submissions on specified forms.
2. Email Verification (CaptainMail): Use CaptainVerify API to validate submitted email addresses.
3. Credit Check (If Credits OK): Check remaining credits of the CaptainVerify service; send low balance alerts via NextCloud if credits are insufficient.
4. Email Validity Decision (If mail ok): Determine if the email is valid based on verification results.
   • If invalid, send an invalid email warning notification through NextCloud.
   • If valid, proceed to the next step.
5. SuiteCRM Authentication (Token SuiteCRM): Obtain SuiteCRM access token using OAuth2 client credentials.
6. Create Lead in SuiteCRM (Create Lead SuiteCRM): Automatically create a lead record in SuiteCRM.
7. Sync Brevo Contact (Brevo Create Contact): Create a contact in the Brevo email marketing platform and associate it with the SuiteCRM lead ID.
8. Lead Creation Notification (Notif Talk Lead created): Send a notification of successful lead creation via NextCloud discussion board.

Systems and Services Involved

• Tally Forms: Online form tool triggering the workflow.
• CaptainVerify: Third-party email verification API service.
• SuiteCRM: Open-source customer relationship management system for lead management.
• Brevo (formerly SendinBlue): Email marketing platform for contact creation and management.
• NextCloud Spreed (Discussion Board): Enterprise collaboration platform used for sending various business notifications.

Target Users and Value

• Marketing Teams: Ensure target email addresses are valid to improve email delivery success and customer conversion rates.
• Sales Teams: Automate lead data management, reduce manual data entry, and enhance work efficiency.
• Customer Service and Operations Managers: Monitor email verification service status and lead creation in real time for timely response and strategy adjustment.
• Enterprise IT and Automation Engineers: Serve as a cross-platform automation integration example, enabling multi-system data linkage and business process automation.

By integrating multiple services and intelligent decision-making, this workflow helps enterprises optimize customer data collection and management processes, ensuring data quality while improving business responsiveness and team collaboration efficiency.