How to Set Up the Group Quote Follow-Up Workflow

The sales follow-up workflow automatically sends a message to contacts who requested a group quote via the chatbot form.

This workflow can be monitored via the Group Quote Follow-Up Dashboard. Learn more about the dashboard here.

Steps to set up and activate this workflow:

1. Go to the "Workflows" menu.

2. Click the three dots next to the "Group Quote Follow-Up" workflow and select "Edit Workflow."

3. Locate and click the blue block labeled “Wait time.”

4. Set the desired duration under "Set Wait Time" (seconds, minutes, hours, or days).

Tip: Rename the block to reflect the duration (e.g., "Wait 1 Hour," "Wait 30 Minutes").

To send messages at a fixed time, enable the “Fixed time” option and select the desired time (e.g., 17h).

If you want to configure the messages to only be sent within a specific window, to avoid sending messages at dawn, for example, the first step is to create a custom time period. Only then do you enable the “Custom time period” option > select the option between within or outside > select the created range. See more in this article.

If a message is scheduled for the early morning, AskFlow will wait until the first available time within the selected period to send the message.

5. Click “Save block.”

6. Locate and click the purple block labeled “Check for a conversation in progress.” 

7. In the “Period action” field, define how far back AskFlow should check for messages in the conversation (default: 1 hour). Adjust as needed. 

8. By default, only messages sent by agents are considered, but you can change this to include messages from the traveler, robot, or both.

9. Click “Save block.”

10. Locate and click the purple block labeled “Send follow-up message.”

11. Select the desired message template. If the template includes variables (e.g., "Traveler's name"), map them to the corresponding fields in AskFlow (e.g., “Name”).

Note: To use fixed data instead of a variable, select the “Fixed data” option and type the desired text. Example: If you type “Traveler,” all messages will replace the variable “Traveler's name” with “Traveler.”

12. Assign a tag to be sent to the chat when AskFlow triggers the message.

13. To define AI Behavior, choose one of the following options based on how the system should respond if the traveler replies to the message:

• Stop robot: The message will be forwarded to a human agent.
• Turn on robot: The robot will continue responding to travelers.
• Keep robot status: The current handling mode will remain unchanged.

Note: If you select “Stop robot,” ensure a distribution rule is set up for the tag to prevent travelers from being left without support.

14. Click “Save Block.”

15. Select “Active Workflow" and confirm the action.

16. Click “Save” in the top-right corner to finalize the setup.

Your group quote follow-up workflow is now set up and ready to use!