How to Automate Lead Matching and CRM Entry with Monday.com

Introduction

Hello everybody! In this blog post, we'll walk through a detailed guide on how to set up an automation in Monday.com to match records and add leads to your CRM. This automation is designed to streamline your lead management process, ensuring that all leads are accurately entered into your CRM system.

Section 1: Lead Form Setup (00:20)

First, let's start by understanding the lead form. This form allows you to enter customer information, such as name, address, phone number, email, and product interests. Users can also select their source, lead type, and estimated delivery date.

Section 2: Automation Overview (00:48)

The primary goal of this automation is to watch for entries submitted through the lead form and perform several tasks based on certain conditions.

Section 3: Handling Manual Entries (01:17)

If an entry is not made using the provided form, the automation will detect it. In such cases, the automation sends an email to notify the user that they must use the designated form and then deletes the manually created entry.

Section 4: Identifying Form Usage (02:16)

The automation distinguishes between form submissions and manual entries. If it detects that the form was used, it proceeds to get the item details for further processing.

Section 5: Unique Record Identification (02:38)

Every record in Monday.com has a unique ID, known as a "pulse ID." This automation retrieves the item using this ID for further actions.

Section 6: Lead Scoring (04:57)

A lead scoring system is implemented to evaluate the quality of leads. Leads with complete information (phone number, email, and address) receive a higher score. This score is stored in a spreadsheet for future reference.

Section 7: Matching Email Contacts (07:07)

The automation checks for unmatched email contacts in the system. If a matching email exists in the database, it deletes the duplicate entry to maintain data integrity.

Section 8: Searching for Customer Records (08:18)

The automation searches for customer records in two different boards: one for undelivered customers and another for sold customers. It checks for matches based on phone numbers, email addresses, and addresses.

Section 9: Address Matching (11:44)

Address matching is done using street numbers since Monday.com stores addresses in parts (city, country, street number). This ensures accurate address matching.

Section 10: Updating Customer Records (16:29)

Once a match is found, the automation retrieves the matching item details and compares the salesperson. If there's a match in salesperson, it updates the existing customer record. If there's a mismatch, it triggers a conflict resolution process.

Section 11: Conflict Resolution (18:19)

In case of a salesperson mismatch, the automation moves the existing customer to a new interest group, allowing time for resolution between the involved parties. It also creates a link for review.

Section 12: Handling User Notifications (19:42)

Lastly, the automation provides the option to notify users and send emails as needed, ensuring smooth communication during the lead management process.

Conclusion

This comprehensive automation in Monday.com simplifies lead management and CRM entry, reducing manual efforts and improving data accuracy. By following these steps, you can create a powerful workflow to handle leads seamlessly within your organization. If you have any questions or need further assistance, feel free to reach out. Happy automating!

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