Common Automation Recipes

Workflow Templates help you automate common processes without having to build workflows from scratch.

This guide contains some of the most commonly used workflow setups inside Master Inbox.

You can use these templates as-is or customize them to fit your team's workflow.

1. Instant Reply Notifications

Get notified whenever a lead replies.

Workflow Setup:

Trigger

Incoming Message

Conditions

Optional:

• Label = Interested

• Label = Meeting Request

• Source = HeyReach

• Source = Instantly

Actions

Slack Notification

or

Email Notification

Common Use Cases For:

• Sales teams

• SDR teams

• Lead monitoring

• Fast response workflows

2. High-Intent Lead Alerts

Immediately identify prospects showing strong buying signals.

Workflow Setup:

Trigger

Found Phone Number

Actions

• Add Label → High Intent

• Slack Notification

• Sync to HubSpot

Result

Whenever a prospect shares a phone number, your team is notified immediately and the lead is automatically qualified.

3. Stop Outreach After Reply

Prevent prospects from receiving additional outreach after responding.

Workflow Setup:

Trigger

Incoming Message

Actions

Remove From Sequence

Supported Platforms:

• Instantly

• Smartlead

• HeyReach

• Email Bison

Result

The prospect is automatically removed from active campaigns after replying.

4. Meeting Booked Automation

Automatically transition leads into the next stage after a meeting is scheduled.

Workflow Setup:

Trigger

Meeting Booked

Actions

• Add Label → Booked

• Move To List → Clients

• Sync To HubSpot

• Slack Notification

Result

The lead is automatically moved into the client pipeline, and your team is notified.

5. Meeting Cancelled Recovery Workflow

Automatically restart follow-up activity after a cancellation.

Workflow Setup:

Trigger

Meeting Cancelled

Actions

• Add Label → Meeting Cancelled

• Move To List → Rebooking Required

• Slack Notification

Result

Cancelled meetings are immediately flagged for follow-up.

6. Qualified Lead Routing

Move qualified leads into the correct pipeline automatically.

Workflow Setup:

Trigger

Add Label

Trigger Option

Qualified

Actions

• Move To List → Qualified Leads

• Sync To HubSpot

• Slack Notification

Result

Qualified leads are instantly routed to the correct team and CRM stage.

7. Forward Important Conversations

Automatically forward important conversations to managers or stakeholders.

Workflow Setup:

Trigger

Incoming Message

Conditions

Label = Positive

Actions

Forward Email

Forward To:

[email protected]

Result

Important conversations are automatically shared with management.

8. CRM Sync Workflow

Automatically sync qualified prospects into HubSpot.

Workflow Setup:

Trigger

Add Label

Trigger Option

Interested

Actions

Sync To HubSpot

Result

Interested leads are automatically added to your CRM.

9. Prospect Enrichment Workflow

Enrich lead data automatically before qualification.

Workflow Setup:

Trigger

Add Label

Trigger Option

Needs Enrichment

Actions

Enrich Prospect

Provider:

• Instantly

• Smartlead

• EmailBison

• Enrich Bundle

Result

Additional prospect information is automatically gathered.

10. New Lead Notification

Receive notifications whenever a new lead enters your inbox.

Workflow Setup:

Trigger

Incoming Message

Actions

Slack Notification

Result

Your team is notified immediately whenever a new lead engages.

11. Lead Qualification Pipeline

Automate lead progression through your sales process.

Workflow Setup:

Trigger

Add Label

Trigger Option

Interested

Actions

• Move To List → Qualified

• Add Label → Sales Qualified

• Sync To HubSpot

Result

Leads move through your sales pipeline automatically.

12. Webinar Lead Processing

Process webinar registrations automatically using webhooks.

Workflow Setup:

Trigger

Incoming Webhook

Actions

• Add Label → Webinar Lead

• Move To List → Webinar Registrations

• Sync To HubSpot

Result

Leads submitted through external systems are automatically processed.

13. Executive Alerts

Notify leadership about high-value opportunities.

Workflow Setup:

Trigger

Incoming Message

Conditions

Label = Enterprise Lead

Actions

• Email Notification

• Slack Notification

Result

Leadership receives immediate visibility into important opportunities.

14. Positive Lead Notifications in Slack

Trigger: Add Label (Interested or another positive label).

Action: Notifications → Slack Notification.

Configure the Workflow

1. Create a workflow with the Add Label trigger and select the labels to monitor.

2. Add Slack Notification under Notifications.

3. Click Connect Slack to authorize Slack and populate the webhook URL.

4. Select which prospect and conversation fields to include.

5. Enable Draft and reply from Slack.

6. Click Test to send a sample notification, then save the workflow.

Reply from Slack

Review the notification and edit the To address, From address, subject, CC, or email body before sending your reply.

15. AI Draft Held Notifications in Slack

Notify teammates when the Reply Agent holds a draft for review.

Trigger: AI Draft Held (Reply Agent).

Action: Notifications → Slack Notification.

Configure the Workflow

1. Create a workflow and select AI Draft Held (Reply Agent) as the trigger.

2. Add optional conditions if you only want alerts for selected conversations.

3. Add Slack Notification and connect Slack.

4. Select notification fields and enable Draft and reply from Slack.

5. Test the notification and save the workflow.

The notification can include prospect details, the incoming message, and the held draft so a teammate can review and send the reply from Slack. The trigger runs only when the Reply Agent actually holds a draft.