Partnership Enquiry Contact Form Workflow

Why should we automate partnership enquiry handling instead of managing it through email?

Managing enquiries in shared inboxes makes it easy for messages to sit unactioned or for priority to be judged inconsistently between team members. This workflow creates a record for every enquiry with a reference number and status, automatically acknowledges the enquirer, and routes the enquiry to the right task with a due date, so nothing depends on someone remembering to follow up. The result is a more predictable, auditable process from submission through to closure.

What is the ROI of using AI to prioritise enquiries?

The AI Priority Assessment step rates strategic fit from the partnership type and proposal text, removing the need for a person to read and score every enquiry manually. When the AI is confident, the enquiry proceeds straight to assignment, saving staff time on routine triage. When confidence is low, the workflow automatically creates a task for the partnerships lead to set the priority manually, so borderline cases still get human judgement without slowing down the majority of enquiries.

Who is responsible for reviewing and deciding on an enquiry?

The partnerships manager is assigned a review task once an enquiry is set to Assigned status, with a due date of 1 day for high priority enquiries and 3 days for standard priority enquiries. On this task, the manager records their Response to Enquirer and Decision, and the workflow waits for this task to be completed before proceeding. This keeps ownership of the decision clearly with one role while giving urgent enquiries a tighter turnaround.

What happens if the manager decides to take the enquiry forward?

If the Decision is 'Take forward', the workflow creates a fire-and-forget task for the partnerships team to arrange next steps, due in 5 days. This task is not waited on, so the enquiry can still move to Closed status without being blocked, while the next-steps notes are captured on that task for the team's reference. If the decision is 'Decline' or anything else, the workflow proceeds directly to closing the enquiry.

How does the enquirer find out the outcome of their enquiry?

Once the manager's decision and response are saved and the status is set to Closed, the workflow sends an Email Enquiry Closure message to the enquirer that includes the manager's response. This closes the loop without requiring the enquirer to have an account or log in anywhere, since all customer interaction happens through the request form and emailed messages. The enquiry's reference number ties every message back to a single record with a visible status and timeline.

Can we change the review deadlines or add extra fields to the enquiry form?

Yes. A workspace can describe the change in plain English or edit the workflow steps directly in the workflow editor, for example adjusting the 1-day and 3-day review windows or adding fields to the Partnership Enquiry request form. Earlier versions of the workflow are kept, so changes can be made with a record of what the process looked like before.

What if the enquirer doesn't provide a mobile number?

The Check if Mobile Number Provided step routes the enquiry based on whether a mobile number was submitted on the request form. If one was given, the workflow sends a short SMS confirmation with the reference number; if not, that step is simply skipped and the process continues with the email acknowledgement already sent. Either path leads to the same next step, AI Priority Assessment.

Where is the information the enquirer submits and the team enters actually stored?

Answers submitted on the public request form, along with the priority set by the partnerships lead and the response and decision entered by the partnerships manager, are saved on the partnership_enquiry record because the workflow waits for those tasks. The Next Steps Notes entered on the fire-and-forget task for the partnerships team are kept with that task rather than on the record itself, visible in the record's task list. Each business should confirm what record-keeping this supports meets its own obligations.

How is enquiry status tracked from submission to closure?

The record moves through defined statuses, New, Assigned, and Closed, set explicitly at each stage of the workflow. These statuses, along with the record's timeline, allow table views and dashboards to show where every enquiry stands at a glance. Workspace activity related to the enquiry is also logged, giving the partnerships team a clear view of progress across all open enquiries.