Marketing & Client RetentionPurpose
1.2. To enhance client satisfaction, encourage repeat business, and capture feedback for continuous improvement.
1.3. To standardize communications and free up engineers and project managers from manual outreach.
1.4. To track client responses and escalate issues or sales opportunities internally when required.
Trigger Conditions
2.2. Invoice finalization/closure in accounting suite.
2.3. Manual flag or tagging by project manager/team lead as “complete”.
2.4. Detection of “handover” or “as-built delivery” event in document management system.
2.5. Automatic timer: X days after last milestone submission.
Platform variants
3.1. Salesforce
• Feature/Setting: Workflow Rules + Process Builder; trigger post-completion and invoke “SendEmail” API with predefined templates.
3.2. HubSpot
• Feature/Setting: Workflows; set trigger as deal/project property “closed–completed,” then configure automated marketing email.
3.3. Microsoft Dynamics 365
• Feature/Setting: Power Automate flow; trigger on project status update, use “Send an email (V2)” action.
3.4. Zoho CRM
• Feature/Setting: Workflow Rules; trigger on deal stage or custom field, use “Send Mail” function.
3.5. Pipedrive
• Feature/Setting: Automation; trigger on deal moved to “Completed,” connect with email integration to dispatch follow-up.
3.6. Asana
• Feature/Setting: Rules; custom rule for completed project, webhook to email service (e.g. Gmail/Outlook).
3.7. Trello
• Feature/Setting: Butler automation; trigger when card moved to “Done,” send email via email add-on.
3.8. Monday.com
• Feature/Setting: Automations Center; choose “When status changes to Done, send email” action.
3.9. Jira
• Feature/Setting: Automation Rules; upon issue/project status “Resolved/Closed”, email action.
3.10. Smartsheet
• Feature/Setting: Automated Workflows; trigger on row status, send personalized emails.
3.11. Wrike
• Feature/Setting: Automation Engine, “On task completed” trigger; send via built-in email or external integration.
3.12. Basecamp
• Feature/Setting: Hook up completion event with an external email API using Zapier or equivalent.
3.13. Gmail
• Feature/Setting: Google Apps Script; set time-based trigger, pull completed projects, dispatch email.
3.14. Outlook / Microsoft 365
• Feature/Setting: Power Automate “Schedule–Send Email” based on calendar/project triggers.
3.15. SendGrid
• Feature/Setting: Web API v3 / “Mail Send” endpoint; trigger from project management software via webhook.
3.16. Mailgun
• Feature/Setting: “Messages API” to send transactional email on project close event.
3.17. Amazon SES
• Feature/Setting: SES SendEmail API; invoke from AWS Lambda/function triggered by project system event.
3.18. Zendesk Sell
• Feature/Setting: Task Automation; upon deal completion, send email through platform’s template engine.
3.19. Intercom
• Feature/Setting: Smart Campaigns; trigger custom follow-up messages when project is marked completed by agent.
3.20. ActiveCampaign
• Feature/Setting: Automation Builder; start automation when tag “ProjectCompleted” is added, email step with personalized copy.
3.21. Freshsales
• Feature/Setting: Workflow Automation; trigger email upon custom field update matching “Completed”.
3.22. Copper CRM
• Feature/Setting: Workflow Automation; trigger on project status, use Gmail or integrated email send feature.
3.23. Airtable
• Feature/Setting: Automation; “When status completes, send email” action, configure using Airtable’s built-in email block.
Benefits
4.2. Saves time for engineering and PM teams by automating routine outreach.
4.3. Increases likelihood of receiving feedback and follow-on work.
4.4. Improves tracking and reporting of all client follow-ups.
4.5. Enhances the professional image of the firm through consistency and timeliness.