Daniel Im › Projects › Expired Lead Follow-Up Automation
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CRM & Automation

Expired Lead Follow-Up Automation

When leads expired out of rep ownership after the 14-day window, they disappeared silently with no notification, no log, and no way to re-engage. This project built a native Salesforce system that captures every expiration event and delivers a personalized weekly digest to each rep every Monday.

Weekly Expired Lead Digest Email
Problem
Silent lead ownership loss No expiration feedback loop Prior owner value lost on transfer No re-engagement channel
Solution
Custom logging object Record-Triggered Flow (immediate + async) Weekly digest email per rep Log cleanup Scheduled Flow
Outcome
Weekly expired lead digest per rep Re-engagement channel activated All expiration events logged Zero manual effort required
How It Works
Lead Expiration Flow Trigger
  • Immediate path captures prior owner before record updates
  • Async path writes log record (Lead name, Company, Prior Owner, Record ID)
  • Fault path isolates logging failure from core expiration process
Every Monday (Scheduled Flow)
  • Queries log object for each rep's prior-week expirations
  • Emails personalized digest with lead name, company, direct record link
Trailing Cleanup (Scheduled Flow)
  • Deletes log records older than retention window
Tools & Skills
Salesforce Flow Builder Record-Triggered Flows Scheduled Flows Custom Objects Governor Limit Handling Sandbox to Production Deployment
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