10.3 Workflow Triggers (Real Estate Examples: Form Submit, Tag Added, Stage Change)

Triggers are the events that kick off your automated workflow sequences. Choosing the right trigger and filtering it properly is essential to ensure your workflows run for the correct contacts at the correct times. Here are common triggers relevant for real estate, along with crucial filter examples:

Lead Capture Triggers (When New Leads Arrive):

• Form Submitted:
  • Triggers when: Someone submits a specific Close Master form.
  • Filter Example: Form Is → Select your "Website Contact Form" OR Form Is → Select your "Home Valuation Request Form". Always filter by the specific form!
• Survey Submitted:
  • Triggers when: Someone completes a Close Master survey.
  • Filter Example: Survey Is → Select your "Buyer Qualification Survey". Optionally, add filter Status is Completed or Status is Disqualified to trigger different workflows based on qualification outcome.
• Facebook Lead Form Submitted:
  • Triggers when: A lead is captured via a connected Facebook or Instagram Lead Ad.
  • Filter Example: Form Is → Select the exact name of your specific Facebook Lead Ad Form from the dropdown (requires mapping first - see 2.11 / 17.4).
• TikTok Form Submitted / LinkedIn Lead Gen Form Submitted:
  • Triggers when: Lead captured via connected TikTok or LinkedIn Lead Ads.
  • Filter Example: Form Is → Select the specific ad form name (requires mapping).
• Customer Replied:
  • Triggers when: A contact sends an incoming message (SMS, Email, FB DM, IG DM, GMB Message, Chat Widget, WhatsApp*).
  • Filter Examples: Reply Channel is SMS; Reply Channel is Email AND Contains Phrase "interested in showing"; Is First Message (triggers only on the very first reply from a contact). Useful for triggering actions based on specific keywords or initial contact.
• Contact Created:
  • Triggers when: Any new contact record is created. Use this trigger with caution as it can be very broad.
  • Filter Examples: Use filters to narrow it down, e.g., Source is Zillow (if your Zillow integration applies this Custom Field value), OR Has Tag Manual Add - Open House (if you apply this tag when manually adding contacts).

Engagement & Activity Triggers (Based on Contact Actions):

• Contact Tag:
  • Triggers when: A specific tag is added or removed from a contact.
  • Filter Example: Tag Added → Select tag Hot Buyer Lead; OR Tag Removed → Select tag Prospect. Powerful for starting sequences when a contact's status changes.
• Trigger Link Clicked:
  • Triggers when: A contact clicks a specific trackable link created in Marketing > Trigger Links (that you inserted into an email or SMS).
  • Filter Example: Trigger Link Is → Select the link named "Featured Listing - 123 Main St". Useful for gauging interest in specific properties or content.
• Email Events:
  • Triggers based on: Recipient interaction with emails sent *from* Close Master.
  • Filter Examples: Event Is Clicked AND Email is → Select specific Workflow/Campaign email; OR Event Is Opened (less reliable due to privacy features); OR Event Is Unsubscribed.
• Page Visited (Website Tracking):
  • Triggers when: A known contact (already in your CRM with tracking cookie) visits a specific page on your Close Master hosted website/funnel (requires tracking script setup).
  • Filter Example: Funnel/Website is → Select your main website AND Path is /sellers (triggers when known contact visits seller info page); OR URL Path contains /listing/ (triggers when visiting any listing detail page). Optionally filter by UTM parameters.
• Video Tracking:
  • Triggers when: A known contact watches a certain percentage of a video hosted in Close Master Media Library embedded on your pages.
  • Filter Example: Page is → Select specific page AND Video is → Select specific property tour video AND Progress is Greater than or Equal to 75%.

Appointment Triggers (Related to Scheduling):

• Appointment / Customer Booked Appointment:
  • Triggers when: A new appointment is scheduled via a specific Close Master calendar.
  • Filter Example: Calendar Is → Select your "Showing Request Calendar" OR Calendar Is → Select your "Buyer Consultation Calendar". Always filter by the specific calendar.
• Appointment Status:
  • Triggers when: The status of an existing appointment is manually changed. Essential for post-appointment automation.
  • Filter Example: Status Changed To Showed AND Calendar Is Showing Request Calendar; OR Status Changed To No Show AND Calendar Is Buyer Consultation Calendar; OR Status Changed To Cancelled.

Opportunity/Pipeline Triggers (Related to Deals):

• Pipeline Stage Changed:
  • Triggers when: An Opportunity card is moved from one stage to another in a specific pipeline. Core trigger for transaction management workflows.
  • Filter Example: Pipeline Is → Buyer Pipeline AND Stage Moved To → Under Contract; OR Pipeline Is → Listing Pipeline AND Stage Moved From → Active Listing.
• Opportunity Status Changed:
  • Triggers when: The overall status of an Opportunity changes (usually from Open to Won, Lost, or Abandoned). Essential for post-closing or lost deal sequences.
  • Filter Example: Status Changed To Won AND Pipeline Is Transaction Pipeline; OR Status Changed To Lost.
• Stale Opportunities:
  • Triggers when: An Opportunity has been sitting inactive in a specific stage for longer than a defined number of days.
  • Filter Example: Pipeline Is → Listing Pipeline AND Stage Is Appointment Set AND Days In Stage Greater than 3. Useful for triggering reminder tasks for agents.
• Opportunity Created:
  • Triggers when: A new Opportunity record is added.
  • Filter Example: Pipeline Is → Buyer Pipeline AND Source is Website Inquiry.
• Opportunity Changed:
  • Triggers when: Any field on an Opportunity record is updated. Use filters to specify *which* field change should trigger it.
  • Filter Example: Field Changed Is Custom Field: Closing Date.

Other Potential Triggers:

• Birthday Reminder: Triggers X days before the date in the contact's standard Birthday field. Great for SOI/past client relationship building.
• Custom Date Reminder: Triggers based on a Custom Field of type Date (e.g., trigger X days before/after Home Purchase Anniversary date, Lease Expiry Date).
• Task Completed: Triggers when a specific task is marked as done.
• Payment Received: (If using Payments) Triggers when an invoice is paid or an order completed.
• Document Signed/Completed: (If using Payments > Documents) Triggers when a recipient signs a specific contract template.

Remember to always use filters to make your triggers as specific as possible, preventing workflows from firing unintentionally.