Everything that the Content Manager had to do could be automatically carried out by a bot with a little help of the employee requesting the proofreading.
The proofreading bot consists of two Zaps, three steps each.
Zap #1: receive jobs and send them to proofreaders
Receive Typeform submissions
I created a Typeform that collected all the necessary details from the employee requesting the proofreading. This step cut all the back-and-forth between the Content Manager and the employee, because it won’t let you post a request unless you fill in ALL the necessary information.
Calculate deadline: using Formatter by Zapier
From the simple “How many days can you wait for the text to be proofread?” to a precise date and time. The Typeform input, for example “3 days”, is added to the current time and formatted into a Datetime variable to be further processed by Trello.
Create new card in Trello
A new card is created on a dedicated Trello board, where our proofreaders can pick up new jobs.
Zap #2: receive proofread text and send back to requester
Trello card moved to list
After a proofreading job is complete, the proofreader moves the previously created Trello card to the “DONE” list, which triggers two new actions.
Get requester’s Slack username
The requester’s Slack handle (requested and saved by Typeform at the very beginning) is extracted from the card and passed on to the next step.
Send Slack channel message
A message is sent to the requester that the job has been completed.
Here is what it looks like:
I even managed to include simple analytics. Every month, the script will generate a spreadsheet with all the jobs our proofreaders have completed. This gives us info about how many proofreading jobs each department requests, what the average deadline is and how much work each proofreader does.
The whole process is fully automated. Each employee in Netguru can now request proofreading and get results in a transparent, seamless, and convenient way. No more back-and-forth email drama!
Case 3: Slack integration with Salesforce (and Hubspot)
Problem: Instant reaction to incoming leads took a lot of effort
Some of our incoming leads are automated with workflows, but in our business, it is crucial to see the best leads in real-time and approach them swiftly – we usually have a low number of leads, but often super high-intent. A human decision on whether to pursue them (or not) is key.
Almost entire communication in Netguru takes place on Slack, and we don’t like to leave our Slack windows to do different things in other tools. We talk a lot about our leads within our teams, but we are too lazy to leave Slack to check a lead’s details in HubSpot. I wanted to develop a solution that would keep the process related to qualifying leads entirely on Slack.
Our Slack channels deliver multiple notifications about what is currently going on with the leads. We know that somebody’s just submitted a contact form or a request to learn more about a project, or downloaded an infopack or an ebook. There are situations where the Business Development team wants to reach out to that person, and they want to do it fast. The process of manual adding new contacts to Salesforce took a lot of effort, but this simple command needs only five seconds:
There are six steps in Zapier between the two messages above:
New message posted to channel
I can’t filter messages directly from Slack, that’s why Zap reads all of them and looks for a predefined command with the two following steps.
Only continue if: Filter by Zapier
- input starts with
AND input ends with
If this filter passes – received message is our command
Extract e-mail address: Formatter by Zapier
mailto:email@example.comfirstname.lastname@example.org to sf
Enrol contact in Hubspot workflow
This step assigns an SQL status to a contact and sets it up for syncing with Salesforce with the analytics data that lets us attribute contacts to sources and marketing activities.
Now, the BD team can use their processes and tools to reach out to our contact.
This simple command needs only 5 seconds:
Ta-da! Pretty neat, right?
That’s all! I am not a professional coder, so the solutions above might not be perfect (and sometimes they even malfunction!), but for non-critical operations, it’s more than enough. I love it that I don’t have to bug developers to implement this kind of quick hacks – they save us a lot of time with a very small resource commitment.