CITERLABS / LEAD INTAKE AND FOLLOW-UP KIT / VERSION 0.1.0
Version 0.1.0

PURPOSE
Prepare consistent lead records and reviewable drafts. Start with synthetic data. This is an implementation plan, not a configured integration.

WORKFLOW
1. Capture
Action: Record source, request ID, received time, requested service, plain-language need and owner. Missing stable IDs go to manual exception review. Keep an approved minimal field set.
Gate: Do not ingest private attachments or sensitive records into unapproved tools.

2. Normalize and deduplicate
Action: Normalize fields; use source + request ID as the stable deduplication key. Missing fields route to manual review.
Gate: A repeat event must not create another lead or draft.

3. Triage
Action: Match a request against the approved service scope. Flag urgent, ambiguous, sensitive or out-of-scope enquiries.
Gate: Never infer identity, protected traits, budget or permission to contact.

4. Prepare a draft
Action: Use approved business facts and the response template. Ask for missing scope details. Link every factual business claim to the approved source.
Gate: No invented price, availability, promise or testimonial. Draft preparation only.

5. Human approval
Action: An owner checks recipient, facts, tone, next step and any contact preferences. Approve, edit or reject.
Gate: Sending requires an explicit approved action; use a separate permission boundary.

6. Record and follow up
Action: After an approved send, record status and a reviewer-selected follow-up date. Prepare a follow-up draft only where contact is appropriate.
Gate: Stop on reply, decline or opt-out, including later replay events. Never treat this kit as consent for marketing.

7. Handle exceptions
Action: Use a visible exception queue; cap retries; log the failure without unnecessary message content. Owner reviews before restart.
Gate: Pause sending on connector errors or uncertain send status; never blindly resend.

AGREE BEFORE IMPLEMENTATION
Owner: [name/role]
Approved source facts: [document]
Approved inbox and CRM: [systems]
Permitted fields and retention: [policy]
Draft reviewer: [role]
Sending authorization: [specific trigger + approver]
Exception owner and retry cap: [role + count]
Follow-up stop conditions: [reply / decline / opt-out]
Pause switch and rollback: [procedure]

PILOT
1. Fill the blank tracker with synthetic examples.
2. Test each acceptance scenario without sending email.
3. Compare manual effort against observed draft + review effort.
4. Resolve failures; get owner approval before a limited real-data pilot.
5. Expand only after checking quality, permissions, costs and exception handling.

RESOURCE ACCESS
Available without signup. Original contents of this template: CC BY 4.0, https://creativecommons.org/licenses/by/4.0/. Attribute CiterLabs, Lead intake and follow-up kit, https://citerlabs.com/resources/lead-intake-automation-kit; link the license and indicate changes. No endorsement is implied.
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