In this guide, I'll walk you through how to handle return mail and tag records accordingly. We'll also cover how to automatically add these records to a SiftLine board to process for deep prospecting.
Tagging Return Mail
Tagging return mail helps so you can exclude any records that are tagged with return mail when you are sending another campaign. This also helps you identify the records that need deeper research.
Creating Return Mail Tag
From the Tags page, open the default folder or create a new folder for Direct Mail tags.
From within the folder select Add New Tag, name the tag "Return Mail", and click Create Tag to save.
Tagging Return Mail Records
When you receive return mail, search for the address by typing it in the search bar. Open the record and add the Return Mail tag.
This tags the record as return mail, allowing you to exclude it from future direct mail campaigns during filtering.
Using SiftLine and Sequences to Process Return Mail
SiftLine allows you to create phases for each step of your processes. Sequences can be used to automatically add the records to SiftLine when the Return Mail tag is added.
Create a Return Mail Board
From SiftLine, Click the plus sign + to create a new board. Name the board "Return Mail". Below are the suggested phases, but you can create any phase you like to match your processes for deep prospecting.
Needs Deep Prospect
Gather Numbers
Call
Gather Social
Message Social
Door knock
For more information on creating SiftLine boards please see: Creating SiftLine Boards.
Automating with Sequences
From the Sequence page, select to create a new sequence and add the following:
Trigger: Select Property Tags Added.
Condition: Select Property Tags Added then select the Return Mail tag.
Action 1: Add Create New Card then select Return Mail SiftLine board you created and the first phase, Needs Deep Prospect or Needs DP.
Action 2: Create New Task then select your task preset for Returned Mail or Deep Prospecting. If you don't have a task preset created already, Go to the Tasks page and create it before creating the sequence.
Action 3: Now select Change Property Status and select the Prospecting or Deep Prospecting status (or Return Mail if you've created this custom status in your account).
Name your sequence and select the folder you want to save it in, then click Save Sequence.
Applying the Sequence
You can confirm the sequence is running by searching for a record you received return mail for, and adding the Return Mail tag. From the Activity log you can see when the sequence runs and you should see the record added to the Return Mail SiftLine board, the Return Mail/Deep Prospecting task created, and the status change.
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