Lead Routing Workflow Designer
Marketing AutomationintermediateClaude 3.5 Sonnet recommended for its superior ability to create structured workflows with clear conditional logic and system integration details. GPT-4o is a solid alternative for detailed implementation steps and CRM-specific syntax.
When to Use This Prompt
Use this prompt when you're redesigning your lead distribution system, implementing a new CRM, or experiencing issues with uneven lead allocation or sales team capacity. It's valuable when you need to document routing logic for team training or when scaling your sales organization.
The Prompt
I need to design a lead routing workflow for my [COMPANY_TYPE] company. Here's what I need to optimize:
## Current Situation
- Lead source(s): [LIST_LEAD_SOURCES]
- Sales team size: [NUMBER_OF_REPS]
- Average leads per month: [MONTHLY_VOLUME]
- Current routing method: [CURRENT_METHOD]
- Main pain point: [PRIMARY_PAIN_POINT]
## Lead Characteristics
- Lead types we accept: [LEAD_TYPES]
- Geographic territories: [TERRITORIES]
- Deal size range: $[MIN_DEAL] - $[MAX_DEAL]
- Sales cycle length: [CYCLE_LENGTH]
- Qualification criteria: [QUALIFICATION_CRITERIA]
## Business Constraints
- CRM platform: [CRM_SYSTEM]
- Marketing automation tool: [MARKETING_TOOL]
- Available integrations: [AVAILABLE_INTEGRATIONS]
- Team skill level with automation: [SKILL_LEVEL]
- Budget for tools/implementation: [BUDGET]
## Desired Outcomes
Create a comprehensive lead routing workflow that includes:
1. Lead scoring logic (what makes a lead sales-ready)
2. Routing rules based on [ROUTING_CRITERIA]
3. Load balancing approach for fair distribution
4. Fallback rules if primary rep is unavailable
5. Escalation path for high-value leads
6. Feedback loop to improve routing over time
Provide the workflow as a step-by-step process with decision points, and include specific rules I can implement in [CRM_SYSTEM]. Format the output as a flowchart-style description with clear conditional logic.
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Tips for Best Results
- 1.Replace all [BRACKETS] with specific data from your business. Vague inputs produce generic workflows; specific details enable actionable routing rules.
- 2.Include your actual CRM field names and automation tool capabilities. This helps AI generate rules you can directly implement without translation.
- 3.Ask for the output in your CRM's native format (Salesforce Flow, HubSpot workflow syntax, etc.) to reduce implementation time.
- 4.Request a 'test scenario' section where AI walks through routing a sample lead, proving the logic works before you build it.
Example Output
## Recommended Lead Routing Workflow
### Stage 1: Lead Capture & Initial Scoring
- Lead enters system via [source]
- Automated scoring assigns points based on: company size (+20), industry match (+15), engagement level (+10), budget indicators (+25)
- Leads scoring 50+ advance to routing; below 50 enter nurture sequence
### Stage 2: Lead Qualification & Segmentation
- System checks: Is lead in target geography? → Route accordingly
- Verify: Does lead meet minimum deal size criteria ($[MIN])? → Yes = sales route, No = nurture
- Segment by: Product interest, industry vertical, company size
### Stage 3: Intelligent Routing Rules
- **Round-robin distribution**: Assign to next available rep in territory
- **Skill-based routing**: Route technical leads to technical sales engineers
- **Account-based routing**: If lead from existing account, route to account owner
- **Load balancing**: If rep has 15+ open leads, route to next available
### Stage 4: Escalation & Fallback
- If assigned rep doesn't contact within 4 hours → escalate to manager
- If lead value exceeds $[THRESHOLD] → notify sales manager
- If no rep available → queue for next available with notification
### Stage 5: Feedback & Optimization
- Track: conversion rate by routing rule
- Monthly review: Which routes convert best?
- Adjust scoring weights quarterly based on win/loss data
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Get the Full AI Marketing Learning Path
Courses, workshops, frameworks, daily intelligence, and 6 proprietary tools — built for marketing leaders adopting AI.
Trusted by 10,000+ Directors and CMOs.