Email + Text Message Automation

New prospect pitch overview

This workflow sends a personalized email and optional text message to a new MSP prospect, pitching your automation services. Just fill out a Rewst form to kick it off.

It’s simple to set up, using only core tasks in Rewst — no integrations needed. You’ll need:

1. The URL for a prospect-facing resource to include in your pitch email — for example, a Go-To-Market handout or YouTube video

2. Your mobile phone, to test the send SMS task on yourself

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Step 1: Create the form

1. Log in to the Rewst platform.

2. Navigate to Automations > Forms in the left side menu.

3. Click + to create a new form.

   
4. Enter Prospect Pitch Form into the Form Name field.

5. Click Submit.

6. Add the following fields by dragging the Text Input element into your form builder, with the values specified below:

   • Text Input:

     • Field Name: prospect_email

     • Field Label: Prospect email address

     • Field Description: Add an email address

       
   • Text Input:

     • Field Name: prospect_first_name

     • Field Label: Prospect name

     • Field Description: Enter the prospect's first name

   • Text Input:

     • Field Name: prospect_phone

     • Field Label: Prospect mobile phone

     • Field Description: Enter the prospect's phone number to send them a text message, using the format as follows: 1234567890

7. Click the Save icon at the top right of the form.

8. Click Submit.

🐣 Stewart Says: Rewst form field names become context variables in your workflow. Think of them like placeholders for data, making your workflows adaptable.

prospect_email in form becomes{{ CTX.prospect_email }} in workflow.

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Step 2: Build the workflow

This workflow will send a personalized email and optional text using the form submission as input.

1. Navigate to Automations > Workflows.

2. Click Create to create a new workflow.

   
3. Enter Prospect Pitch Workflow in the Name field.

4. Add any Tags you'd like, to stay organized.

5. Click Submit.

Add the trigger

1. Click the Trigger button, denoted by a blue lightning bolt, in the top menu. Your load time to establish the trigger may take a moment.

   
2. Enter Form Trigger in the Name field.

3. Toggle Enabled to on to activate this trigger.

   1. With the trigger active, every form submission will start our new workflow.

4. Choose the Core - Form Submission from the Trigger Type drop down menu field. You can type in this menu field to jump to your desired trigger type instead of scrolling through the long list.

5. Select the Prospect Pitch Form you created under Trigger Parameters.

6. Click Submit at the bottom.

Add the workflow actions

1. Add the sendmail action to the workflow canvas.
2. Enter the following in the relevant fields of the configuration menu on the right:

   • Sender: Select an option.

   • Recipient: {{ CTX.prospect_email }}

   • Subject: Why you need [your MSP], {{ CTX.prospect_first_name }}

   • Title: Something short and catchy — example: Why pick [your MSP] for your IT needs?

   • Message: Open the editor and paste in the code below, tailoring the message to your needs. Replace the purple placeholders with your own info. See the example below from “LBC IT.”

     Hey {{ CTX.prospect_first_name }},
     
     We're not the only MSP, but we *are* the best for your business. 
     Here's why:
     
     [Resource URL goes here]
     
     Give us a call when you're ready. We're standing by!
     
     Cheers,
     The [your MSP] team
     [phone number]
     

   

If you want to take it a step further, you can add some custom branding to the Custom HTML field.

1. Add a Send SMS action to the workflow canvas under the sendmail action.

2. Enter the following in the relevant fields of the configuration menu on the right:

   • Phone number: {{ CTX.prospect_phone }}

   • Message: Open the editor and paste in the code below, tailoring the message to your needs. See the example below.

Hi {{ CTX.prospect_first_name }}, we're here for your IT needs! 
Check your email to learn more about us.

1. Connect the On Success transition of the email action to the text message action by clicking and dragging the grey dot in the middle of the transition box.

2. Click Publish at the top right.

3. Add a summary of the changes

4. Click Submit.

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Step 3: Test the workflow

Add input configuration for testing

1. Open Configure Workflow Settings, denoted by a pencil icon, in the top menu.

   
2. Click Input Configuration + three times.

3. Enter each of the following names into each input configuration's name field:

   1. prospect_email

   2. prospect_phone

   3. prospect_first_name

4. Click Submit.

The three input configurations

Verify that it all works

1. Click the Test button in the top menu.

2. Enter your email, phone, and first name into the form.

3. Click Test.

   • Check your inbox to confirm that the email was received and formatted correctly.

   • Check your phone to make sure you that got a text.

4. Click the Results icon, denoted by a graph, in the top menu.

5. Click the latest execution.

   • View more details by selecting the status of your recent test— either succeeded or failed.

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🐣 Stewart Says: Clone this workflow and form to build out another email or text use case! How about a new MSP employee welcome automation? Simply swap your form field names and context variables to something like employee_email in form and{{ CTX.employee_email }} in workflow. Remember to rename your field labels and automations (form and workflow titles) accordingly.

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Step 4: Future expansion as a completion handler

Once you have a new user onboarding Crate set up, this workflow can be configured as a completion handler. Here’s how:

1. Modify the workflow:

   • Update the trigger to listen for the onboarding Crate’s completion event, instead of the form submission.

   • Use a variable like {{ onboarding.new_user_email }} to populate the email field dynamically.

2. Update the email template:

   • Include additional details or resources specific to the onboarding process.

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Example Jinja snippet for dynamic greeting

Customize the greeting based on the user’s role, or other variables:

{% if form.role == 'Admin' %}
Dear Admin {{ form.first_name }},
{% else %}
Dear {{ form.first_name }},
{% endif %}