Sponsorship Enquiry Contact Form Workflow

What does this workflow record at each stage of the enquiry?

Each sponsorship enquiry is created as a record with a reference number, a status, and a timeline of everything that happens to it. As the enquiry moves through the process, the record captures the status changes (New, Assigned, Closed), the priority rating, the marketing team's response notes and decision, and any manual priority set by the marketing lead. Workspace activity related to the record is also logged, giving staff a full history to refer back to.

Who is involved in reviewing and deciding on a sponsorship enquiry?

The marketing lead is involved when the AI priority rating needs human review, setting the priority manually via a task the workflow waits for. The marketing team is then assigned a review task—prioritised by due date depending on the priority level—to review sponsorship fit, respond, and record their decision. If the opportunity is taken forward, a further task is assigned to marketing to progress next steps.

How do we change what the request form asks for?

The request form fields, such as Contact Name, Organisation, or Requested Support, can be adjusted directly in the workflow editor, or by describing the desired change in plain English. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

What happens when the AI priority rating has low confidence?

When the AI flags a rating as needing human review, the workflow routes the enquiry to a task for the marketing lead to manually set the priority, due in one day. The workflow waits for this task to complete before saving the priority to the record. Once set, this manual priority is persisted to the record in the same way as an AI-generated rating would be.

How does the workflow determine review task urgency for marketing?

Once a priority has been assigned to the enquiry, the workflow checks whether it is rated High. High-priority enquiries generate a review task due in one day, while all other priorities generate a review task due in three days. Both tasks ask the marketing team to review fit, respond, and record their decision, with the workflow waiting for completion before proceeding.

What is recorded when an enquiry is closed?

Before the closure email is sent, the workflow updates the enquiry status to Closed on the record. The enquirer then receives a closure notice email that includes the marketing team's response notes. This gives a clear, final record of the decision and communication, alongside the full timeline of status changes leading up to it.

Can the marketing lead's manual priority override the AI rating?

Yes, when the AI rating is flagged as needing human review, the marketing lead's manually chosen priority is what gets saved to the record instead of the AI-generated value. This ensures enquiries the AI is unsure about still receive a priority set by a person before routing to the review stage. The choice of Priority made on this task is saved directly to the record.

How is the enquirer kept informed throughout the process?

The enquirer receives an acknowledgement email with their reference number as soon as the enquiry record is created, and an SMS confirmation as well if a mobile number was provided on the form. At the end of the process, they receive a closure notice email containing the marketing team's response. Throughout, they can check status via the reference number without needing an account.

How do we adjust task due dates or routing rules in this workflow?

Due dates, such as the one-day marketing lead task or the one-day and three-day review tasks, and routing rules based on priority or decision, can be changed by describing the update in plain English or editing the relevant step in the workflow editor. Earlier versions of the workflow are retained, making it straightforward to compare or revert changes. This allows the process to be tuned as the organisation's sponsorship review needs evolve.