Automation · 16
Order Intake Form Follow-up
Order workflows for three digital readings and programs. After a purchase the client is sent an intake form and reminded if it doesn't come back, and the team is notified, so orders aren't left waiting for the details needed to deliver them.
- Built for
- Australian clientBuilt on Ivorey
- Stack
- Ivorey
- Workflows
- Opportunities
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Image 1 of 3: Ivorey order workflow with intake form checks and reminders
Overview
The problem. Each product needs answers from the client before it can be delivered. Without follow-up, an order can sit waiting for its intake form until someone notices and chases it.
What I built. I built one order workflow per product in Ivorey, all on the same structure. A new order creates or updates the opportunity, notifies the team and emails the intake form. After a wait the workflow checks the contact's intake tag: a submitted form moves on to the next email and a team notification, and a missing one gets a reminder and a second check before the team is told. Customers who already received the intake email skip straight to the checks.
Why it helps. Intake forms come back without staff chasing each order, and the team hears about the ones that still need a personal follow-up.
System flow
- Nodes: Order Submitted. Next: Initial email sent?.
- Checks the "already sent initial email" tag. Nodes: Condition. Next: New order, Intake form submitted?.
- Opportunity, team alert and the intake-form email. Nodes: Create Or Update Opportunity; Internal Notification; Email. Next: Intake form submitted?.
- After a wait, checks the "rescue reading intake form [submitted]" tag. Nodes: Wait ×2; Condition ×2. Next: Intake received, Reminder, then check again.
- A reminder email, a wait and a second check. Nodes: Email ×2; Wait ×2; Condition ×2. Next: Intake received, Still no intake.
- An email, a wait, then the team is notified. Nodes: Email ×4; Wait ×4; Internal Notification ×4. End of flow.The team is notified to follow up. Nodes: Internal Notification ×2. End of flow.
The same flow is set up for three products: Rescue Reading: 30-Day Clarity + Momentum (Voice Note) · Rescue Reading: One Question, One Turning Point · The Nervous System Sanctuary Blueprint. Node counts are for one product.