Workflow Automation Planner (AI Prompt)

## Process Analysis

**Current Workflow Map:**

```
[Webinar Ends]
     ↓
[Export attendees from Zoom] (15 min, manual)
     ↓
[Copy to Google Sheet] (5 min, manual)
     ↓
[Add each lead to Salesforce] (30 min, manual)
     ↓
[Tag based on attendance] (10 min, manual)
     ↓
[Add to ActiveCampaign list] (15 min, manual)
     ↓
[Slack sales team] (5 min, manual)

Total Time: 80 minutes per webinar
```

**Automation Opportunities:**
- Zoom → Salesforce can be direct via API
- Tagging logic can be automated based on attendance status
- ActiveCampaign enrollment can trigger from Salesforce
- Slack notification can fire automatically

**Must Remain Manual:**
- Reviewing leads for quality (can be moved to post-automation)
- Assigning specific reps for high-value leads

## Automation Architecture

**Recommended Platform: Make (formerly Integromat)**

Why Make:
- Better Zoom integration than Zapier
- Visual workflow builder
- More affordable for high volume (your 500 leads/webinar)
- Powerful filtering and routing

**Workflow Diagram:**

```
[TRIGGER: Zoom Webinar Ended]
         ↓
[GET: All Registrants + Attendance Status]
         ↓
[ROUTER: Based on Attendance]
    ↓                    ↓
[Attended]          [No-Show]
    ↓                    ↓
[Salesforce:         [Salesforce:
 Lead Status:         Lead Status:
 Hot Lead]            Nurture]
    ↓                    ↓
[ActiveCampaign:     [ActiveCampaign:
 Attendee            No-Show
 Sequence]           Sequence]
    ↓                    ↓
[Slack: #sales       [Slack: #nurture
 "Hot lead: {name}    "No-show: {name}"]
 attended full"]
```

## Detailed Workflow Blueprint

**Step 1: Trigger - Webinar Ended**
- Module: Zoom > Watch Webinars
- Configuration: Trigger when webinar status = "ended"
- Data captured: Webinar ID, topic, date
- Error handling: If trigger fails, retry in 5 minutes

**Step 2: Get All Registrants**
- Module: Zoom > List Webinar Registrants
- Input: Webinar ID from Step 1
- Configuration: Include attendance status
- Data output: Array of registrant objects
- Error handling: If empty, log and notify

**Step 3: Iterator**
- Module: Flow Control > Iterator
- Purpose: Process each registrant individually
- Configuration: Iterate over registrants array

**Step 4: Router (Conditional)**
- Module: Flow Control > Router
- Condition 1: attendance_status = "attended" AND duration > 30 min
- Condition 2: attendance_status = "attended" AND duration < 30 min  
- Condition 3: attendance_status = "no_show"

...

## Error Handling Strategy

**Common Failure Points:**
1. Zoom API rate limits (100 req/min)
2. Duplicate leads in Salesforce
3. Email validation failures in ActiveCampaign
4. Slack channel permissions

**Error Response Matrix:**

| Error | Detection | Response | Escalation |
|-------|-----------|----------|------------|
| Zoom rate limit | 429 response | Wait 60s, retry | After 3 retries, email admin |
| Duplicate in SF | Duplicate rule error | Update existing | None - log only |
| Invalid email | AC rejection | Skip, add to manual review list | Weekly report |
| Slack auth fail | 401 response | Refresh token | Immediate email |