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Create a Follow-Up Sequence

Create a Follow-Up Sequence

Create a Follow-Up Sequence

Section titled “Create a Follow-Up Sequence”

A follow-up sequence sends a series of communications at timed intervals. HARi CRM lets you build sequences using two complementary tools: Campaigns for the email cadence itself, and scheduled workflows for time-based reminders and task creation.

Planning Your Sequence

Section titled “Planning Your Sequence”

Before building, plan your touch points. Here is an example sequence for a new lead:

  • Day 0: Welcome email (immediate)
  • Day 3: Follow-up with a case study
  • Day 7: Check-in email asking about their needs
  • Day 14: Final follow-up with a meeting invite

Step 1 — Send the First Email Immediately (workflow)

Section titled “Step 1 — Send the First Email Immediately (workflow)”

For the Day 0 welcome email:

  1. Go to Settings > Workflows
  2. Create a workflow:
    • Name: “Lead — Welcome email”
    • Entity: Lead
    • Event: After Save
  3. In IF, scope to fresh leads: _version equals 1 (created, not yet edited)
  4. Optionally add a source filter: source equals website
  5. In THEN, add a Send email action with the “Welcome” template
  6. Save and activate

Step 2 — Schedule the Subsequent Emails

Section titled “Step 2 — Schedule the Subsequent Emails”

For Day 3, Day 7, Day 14, use a scheduled workflow that runs daily and picks up leads that have hit each milestone:

  1. Create a workflow:
    • Name: “Lead — Day 3 case study email”
    • Entity: Lead
    • Event: On Schedule
  2. In IF, target leads that are exactly 3 days old and still in early-funnel state:
    • created_at is more than 3 days ago AND less than 4 days ago
    • status is not qualified AND not converted AND not lost
  3. In THEN, add Send email with the “Case study” template
  4. Save and activate

Repeat for Day 7 (“Check-in” template, 7-8 day window) and Day 14 (“Meeting invite” template, 14-15 day window).

Adding Exit Conditions

Section titled “Adding Exit Conditions”

You do not want to keep sending follow-ups if the lead has already replied or converted. Tighten the IF conditions on each scheduled workflow so a lead in qualified, converted, or lost status never receives the next email.

Combining Emails with Tasks

Section titled “Combining Emails with Tasks”

For a more personal touch, alternate between automated emails and tasks for manual outreach. Use the Create related record action in a workflow’s THEN section to spawn a Task linked to the lead:

  • Day 0: Send email (automated)
  • Day 3: Create a task “Call {{record.title}}” assigned to the lead owner
  • Day 7: Send email (automated)
  • Day 14: Create a task “LinkedIn connect with {{record.title}}“

Monitoring Sequence Performance

Section titled “Monitoring Sequence Performance”
  • Open rates and link clicks on each campaign appear on the campaign report
  • The workflow execution history (Settings > Workflows > History tab) shows every send + every skipped record with the reason

Native multi-step Campaign sequences (Day 0 + Day 3 + Day 7… in one Campaign) are on the roadmap. The pattern above ships the same outcome today using one workflow per touchpoint.

Next Steps

Section titled “Next Steps”