Wow that's that's that's impressive all right so this this is what we're going to be speaking about today like how can you yourself achieve something similar uh so this is the agenda for today right so we're going to go very very briefly on a quick uh introduction then we're gonna have two demos this is going to be a very uh practical webinar are just telling you what how can you do what Jeff did so the first the first part we're gonna have two uh demos so the first one how jef is parsing uh leads through different lead sources using AI.
Right and the second one is the round robin so sending VI leads to your sales team and doing round round robin uh for that before we go into the introduction just a little bit of housekeeping please continue uh continue in the chat uh discussing uh with with everyone however if you do have questions we're going to have some time at the end to uh answer your questions please add them in the Q&A section don't add your question in the chat add them into the Q&A so we can answer them at uh at the end I'm gonna start with a very very brief introduction about make and hopefully if.
You are joining this webinar you already know about make so I'm not going to spend time speaking about that make is an amazing automation tool which you can use for uh automating your uh uh workflows no matter how simple or complex uh they are and during today's weinar Jeff was going to uh uh be working with Mex you're going to see the product if you have not uh seen it before I'm going to dive deep more uh into it that's it uh I'm gonna move to.
Jeff tell us a little bit about for spot sure so for spot Consulting is my company we've been in business for 11 years and we've been doing automation almost the entire time we got involved with make probably about four or five years ago and we've been using that almost exclusively for our automations that we've been building uh very very Adept at using open AI we're very uh we you a lot of times we're using Dropbox we're partners with keep formerly infusion soft a CRM we work with uh go high level we work with a lot of.
Automate what you uh uh what you have I think that will be uh that will be awesome as well awesome let's move on and let's start with the first uh uh the first challenge that you have uh what did you have with with that clients sure well Leo real quick um we are going to give everybody the opportunity to uh get the the blueprints that we're working with at the end of the webinar so um we'll give them some information there but with our first client um they were a larger organization that had a lot of different lead sources coming in so they were constantly adding their new lead.
Sources most of their lead sources did not have API capabilities right they were generating the leads and they were sending them over typically by email and so they had had to have staff there that were taking the taking that data and manually entering it into their CRM and so um they needed to eliminate that manual data entry piece and they also in their case they had to run they had to run multiple filters on their data which I'll talk about uh secondarily and then.
The big thing was that they wanted to reduce the time and cost for the manual edits that they had in the scenarios because with their scenarios that we built for them every time they had a new lead we would have have to go in and build custom reject script to be able to read the content from their emails and extract it properly in order to get that data into a uniform um methodology to get to their CRM so um what we did for them was we used email parsing we.
Implemented an AI step in the middle of it to have ai look at that email content and be able to generate and parse that data for us and in the process for these guys we were able to eliminate any man ual edits going forward so they can instantly add a new lead source to their mix without having to touch their make scenario at all and that was able to save them over two hours per lead because now we don't have to go in and do that custom Rex script that we were doing before I'm gonna have a quick.
Question here H je before we move forward because we're speaking about H uh lead sources and I know when you speak with with marketer like the first thing that would come uh uh to everyone Minds when we speak about sources they going to think about advertising platforms like LinkedIn like meta like uh Google ads what are the sources that you are speaking about it because you mentioned that for the majority of these sources they actually did not have an API right so there are a lot of different companies out there they're.
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All they do is lead generation so they're the ones that are doing the Google ads and the Facebook ads and the
SEO and landing pages and all of those different things so that when somebody lands there in this particular case this was a uh home renovation company they worked on kitchen and bathroom remodels and so there are all kinds of websites out there that are driving traffic to the website getting people to express an interest in getting their bathrooms remodeled in say California and so those.Companies what they will do is they are strictly lead gen companies so they will then possibly sell that lead to multiple entities and all they do is forward it out via an email and then each of those entities would get that email and then have to make the outbound phone call to them so by doing what we did um we were able to streamline their process so they are now going to be like the first people on the phone because they have a phone division they were working with by getting this data parsed and into their CRM it Tri it triggered their phone call.
Department immediately so they were getting phone calls made to these people right away and quite often they were winning that transaction because they were the first ones on the phone with that person uhuh understand great thank thank you very much so maybe you can give us a little bit of a sneak peek on how how does this look like sure so inside of this the big issue is this you know you get all these different leads from different entities different formats for the data so this is where we would have to go in and create custom script to be able to pull this data out based on the different formats um and.
Ultimately their goal was to get all of the data into their CRM in one um you know standardized method so that they didn't have to go through and spend any manual time working on the data so what we did was we built something like this this is a screenshot of our make scenario we'll get into the scenario in just a moment but what we did was we set up a mail hook that fed into Ai and then that data was formatted and then put into their CRM now if you're not familiar with what a mail.
Hook is um a mail Hook is essentially an email address that you can forward things to and all it does is trigger this automation so when we get in here I can show you the email it's a crazy looking email address but inside of that all it does is trigger the email going into your Automation and then the automation can take over doing what it's doing so basically every time you receive a new lead that will inform the automation to start to start running.
Correct correct and so what we did was we had the client since they were using a Gmail based email system they set up a filter inside of their Gmail account so that every time they got an email from one of the lead companies it would auto forward to this web hook and uh and mail hook I should say and it automatically would just process so every email the second they got it processed through make and got into their CRM and instantly triggered that to go through yeah and this can be done um.
Either through an immediate feed into a mail hook or uh which is what I'm showing here or you could use um inside there are different things in make for like watching emails where you could watch the email and then as they come through it would automatically pull them in as well so um so let's let's jump into the scenario here real quick so if we if we go into uh the scenario that we have um you know we have this mail hook set up so you can see it's a crazy looking email address here this is specifically used for getting the data into the scenario then we have chat GPT.
Hooked up so with chat GPT what we do is we have this prompt set up um we have it set up for create a chat completion then we go into um you know use your model Choose Your Role but here's the message content so we have our prompt that says extract lead info with strict field name form and then we tell it bring us our first name last name job title primary phone number email Etc listing all of that giving it some instructions so we're in the United States so we said for the state give us a two-digit abbreviation for it um and.
Then ultimately it says the data to parse is and we feed in here we feed the text version of the email that came through the scenario so now we're saying here are the instructions now here is the data and then we go ahead and it will run now when chat GPT presents you with its findings um a lot of times it's giving you a lot of different variants they come in different formats they come in different um again it's it's in a different format so what we put in here is it's called a parse Json all this is.
Doing is we're feeding in the options for our choices so here we have choices
And we are going in and we are feeding in the content for our choices then the Json uh parser is does it automatically for us it is going to then separate all of that data into the ordered pairs so we are able to then map that data the first name last name email Etc we can then easily map that directly into our.CRM step so in this case we have keep set up as the CRM when we go in here you can see here for the first name all we do now from the Json we have all of these options we have first name last name email address Etc all we have to do is very easily click into this cell and then click what we want to add here so if this weren't here I could just click first name here would be last name I would just go in and add the last name you just go through here and whatever you've asked chat GPT to generate as.
Your responses and pull from the data we then have it in Json format and then we go over here and simply map it directly to the scenario that we have inside of our CRM whatever that CRM is right it could be you know go high level it could be pipe drive it could be Salesforce it could be you know Zoho or whatever it is right any of those crms you just map the data right in there and then that is going to go ahead and when the email comes in parse the data format the data.
Nicely put it into the CRM and then from here you could then go and do anything else you want to do with that data because now you have it pared and it's available to you to use yeah that's that's that's impressive yeah thank you thank you very much and yeah like I know I know like I mean at least for your for your specific case like we are looking at a more simple version of that but like for each person you're going to need you might need a little bit different different approach right.
Uh so I think for your client you approach it a little bit more widely correct correct yeah for our client we actually they wanted to do a variety of things so they had to go through and run multiple filters because they had so many different lead sources they would get duplicates so they needed to double check to make sure it wasn't a duplicate they needed to make sure they had contacted that person within X number of days Etc so for them we actually built a campaign or a scenario that looks like this um so you know up here is where we had the parsing we were able would.
Extract the data here and then we did a whole bunch of other things for them to get data into like Google Sheets and run all kinds of filters and everything else and then do you know another you know web post out here so we did a lot of different things for them so from this simplic you know simplistic scenario to show you how to get the data once you get the data here then you can go and do anything else with it yeah I I I think I see this pattern a lot with a lot of people who are especially starting with automation they start with solving their.
Main problem they built symol scenarios which fix the problem that they need to fix and they get hooked oh they they love this and they just starting going more more deeper into uh into it which can end up with something like that for for the first look of someone never done that before they look at this oh this is so complicated I don't know how to do that but if you start simple and then it just it's very visual you can uh adjust it to uh to your needs exactly that's how we build most of stuff we always start with whatever phase one is right.
Let's get let's solve exactly what you said Leo let's solve the main problem right now and then as they get into it they go oh you know what it's kind of like buying a car right well I need a car that has wheels on an engine so they get that then they go oh now I wish I had this color oh I wish I had this you know these color you know seats or this kind of a a stereo whatever you keep adding on to it and because make is modular you can constantly add or adjust or simply split it and do something else it makes it so easy to be able to go in and just continue to build where you need to build yeah great thank you very.
Much again just just to uh repeat we are recording the webinar so you're going to receive the recording of the webinar and also like jef will be uh sharing the blue brands of these scenarios you can actually copy paste them uh for yourself and just uh exchanges for your own uh for your own connections and your own data um all right uh are we ready to move on to the next scenario or do you uh do you want to share something else here no I was just going to say so usually what happens after you get the lead is then you need to get it to your sales team right and so after you get the lead coming in the front door now.
You need to say okay I have 10 salese I have five salese I need to make sure I give them their leads and again that's usually a manual step somebody's there going oh okay here's one for Joe and Johnny and Bob whatever right so you're you're parsing that and you're doing that uh by yourself now what a lot of people want to do is they want to build around Robin so we had a client who had that scenario they had salespeople all over the country and as the new leads came through the door they had a number of different uh criteria they had for those leads that they needed to go through and parse them and get them into.
The hands of their sales team and so for them again they needed to eliminate the manual intervention um they had multiple criteria which I'll talk about again um and they needed all of this to happen outside of their CRM before it got to the CRM so they wanted to know who the owner was going to be of that lead before they put it into their CRM so our results for them there's zero intervention for them now it's completely automated we took care of all of the criteria they had um they have three different criteria they were working on this saved them over 20 hours per month so take that 20 hours a month.
Multiply it times your your hourly wage or your salary that you have and that is a significant dollar savings just by building this one automation that we did for them so um what we did here I'll show you this here can I stop I'm just going to ask maybe a silly questions uh some people might be asking what what does round robin mean I guess not not necessarily everyone would know what does this term mean sure yeah so the round robin just means that you're going to give people leads in sequence so the first lead that comes in is going to.
Salesperson one second lead is going to salesperson two third is going to salesperson 3 and then if you only have three people the fourth leag goes back to number one fifth one goes to two sixth one goes to three and you just cycle through that process so it's just a process of being able to distribute your leads um in a in a method that gets them evenly distributed amongst your sales team yeah great I think because like this is this is definitely a an issue that a lot of sales team uh uh struggle with that they just they have a pool of Le and they have to go manually.
Everyone okay I'm gonna take this one I'm gonna take this one and usually it ends up in uh the unfair distribution between between the teams I think round ring usually uh a good approach to to solve this issue exactly exactly so U yeah so that's what this is this is a a simple scenario to be able to build a round robin for you to be able to distribute your lead so um what we're using here one of the steps we're using in here is called a data store uh those of you who aren't overly familiar with make a data store is a temporary data storage location that's available inside.
Of make so it's kind of like a temporary database you can use inside of make itself um a lot of times if you're doing things that normally would use spreadsheets or something else you can do that inside of a data store and it's going to process a lot faster so um so what we're doing here is we're we're catching the data with a web hook last time we talked about U for the lead intake we talked about a mail hook which was an email coming in the web Hook is an HTTP post coming in so that's basically from your CRM for example or wherever that may be you can trigger.
This and say Here's the data I want you to put through the round robin so from here um you're going to go to the data store so what we have here and I'll show you very quickly is we have the data store that looks like this I have some uh dummy data in here so we are going to have the user number like has everything has a key which is a unique verifier we don't really worry about that too much but we have the user number one through five email addresses the user IDs that would be inside the CRM where however you're going to identify who that uh person is inside of your system and then.
We have the status code here so I'll I'll come back to this in just a moment but what we're going to do here is inside of the round robin then what we're going to do is we're going to count the total number of users that you have okay so what we need to do is in this case we have five so we're going to count this makes it Dynamic this means that you can keep adding people to your your data store and this whole scenario will run dynamically you don't have to worry about when you say user just s to interrupt when you say user you are me.
Mean the sales people that you have right the sales people that you have in your CRM yes right so in your CRM you might have 10 sales people list in this case we'll talk five so you would have five salespeople in your system each of them has some sort of identifier whatever that may be inside of keep it's it's a number it's a user number so in our in in the vernacular here um the user ID or the user number is the user that's the salesperson in the CRM yes so so we're going to go through we're going to count all the people we have we're.
Then going to determine which of those individuals is next up to get a lead then we're going to update the CRM with that individual then we're going to go over here and determine who is the next person we're going to mark down as being available for the next lead so we're either going to determine that we have gotten to the fifth person in line and we need to reassign it to the first person or we're the third person we need to reassign it to the fourth person and that would be this side and then ultimately the person that we just gave.
The lead to we need to mark them down that they're not next okay so I'll explain how that all works here so we're going to pull all users which means we're going to pull all of the people in the the data store and we are going to look for the one we're putting a filter here this filter says only allow the person who has the status of next so that's the way we're identifying the next person to get a lead in our data store you can see here I have number three marked as being next that means that when we run through this scenario.
We're going to pull one through five the only one that's going to get through here is number three because that is the next person in line yeah we will update that contact record in the CRM to say that number three is now the salesperson assigned to them and then we're going to go over here and now we're going to set the next person in line so it's going to end up going through a filter that says is the count which would be five we have five users is the count equal.
To this user number right so is it the third person no it's not okay since it's not the last person in line we are going to go ahead and assign user number plus one which is user number four user number four is the user we want to select and then we're going to change their status to be next okay so what that does I have a spreadsheet that does this so essentially what it does is it's going.
To set this person here as next and then the next step that we do right here is that we are going to go and set number three as no so this then sets them as no yeah okay so now we know that the next person in line for a lead is number four so the next time this runs it's going to come through it's going to count we have five people then we're going to run through here and we are going to pull all of the users we're going to find that number four is next we're going to assign that salesperson.
To that person we're then going to do the check again we're going to find that it runs through here that's going to change this to be next here and this will then be no okay now this is where it gets a little bit interesting because now we're at the last user so now when it comes through here we're going to count five people it's going to be the fifth user so now what going to happen is it's going to be triggered here to say that the count is equal to the person meaning that this is the last user in the list so then what.
We're going to do is we are then going to pick user number one and we're going to set user number one to be um actually uh it should be yeah it should be next sorry not no um so we're GNA go here and then this would set this person to next and then this person would get set to no and what that is going to do is that is then going to restart your list so it runs through five people goes back to the beginning sets them for the beginning and runs them through again yeah and so this is going to be D again.
This is going to be dynamic because it is you can change your number of people in your data store at any time and this will automatically account for all of those new people yeah yeah that's brilliant that's brilliant no thank you very much and I think I think that the important part here what you mention at the end that is this is a dynamic automation so you can make it changes within within your team you can be adding more people like deleting some uh some of the sales uh the sales uh people from there uh and it will continue.
Running the more leads coming and just continue that drop and sending uh uh sending these these leads to uh to the sales uh to the Sal steam uh and I guess this probably going to be similar to the previous automation that you started symbol but probably you adjusted to to your needs a little bit more complex yeah exactly so for this client we actually built this right so inside of here um there're running through here the first thing they were doing was they were checking to see um if this person was an existing client if they were an existing client then they were going in.
And we were not really running around Robin on them then they were determining in their case they were a national comp they were determining is somebody within 25 miles of one of our sales reps so we were using some geolocation to determine if they were within 25 miles of a sales rep if they were then they ran it through and and assigned them then they went up and said okay yeah if they're not if they're not within that then they went through so it was a multiple step process but essentially the same concept of once we determined they were somebody that needed to be assigned then we went.
Through that round robin and got them assigned out yes yeah yeah no I I really like this this geolocation part because again like depending on your company side you might have sales uh people responsible for different regions or different responsible for different countries so I think the ability to be Distributing the leads based on uh the location automatically I think this is this is a huge huge value for uh for for sales teams uh and again I think we we we mentioned that before um you will be sharing the the blue brands for that so.
