claude-code-engingeering

### Automated Sortd for Gmail Setup for Acme Corp Sales Team

**Project Overview:**
Acme Corp’s sales team requested an automated Sortd workspace to manage their lead pipeline directly from Gmail. The goal was to reduce response times, improve lead tracking, and ensure no inquiries fell through the cracks. Using Claude Code, we automated the creation of a shared inbox board with five columns: *New*, *Qualified*, *Proposal Sent*, *Negotiation*, and *Closed*. The system was configured to assign leads to team members based on geographic regions (North America, EMEA, APAC) and set up automated email templates for initial outreach, follow-ups, and proposal requests. AI-powered urgency detection was enabled to flag emails containing keywords like "urgent", "ASAP", or "deadline" for immediate attention.

**Board Structure:**
- **New:** Incoming sales inquiries from the company website and demo requests.
- **Qualified:** Leads that met the BANT criteria (Budget, Authority, Need, Timeline) after a 15-minute qualification call.
- **Proposal Sent:** Automatically moved here when a proposal was generated using HubSpot’s integration.
- **Negotiation:** Deals in the final stages of negotiation, with a 7-day SLA for responses.
- **Closed:** Won or lost deals, with a 30-day follow-up reminder for lost deals.

**Automation Rules:**
1. **Lead Assignment:** Incoming emails from [@acmecorp.com] were automatically assigned to the North America team (e.g., [email protected] for US leads, [email protected] for Canadian leads). Emails from [@acmecorp.co.uk] were routed to the EMEA team.
2. **Email Templates:** Three templates were created:
   - **Initial Outreach:** A personalized email sent within 1 hour of lead capture, including a Calendly link for a discovery call.
   - **Follow-Up:** A 3-day follow-up email sent to leads who hadn’t responded to the initial outreach.
   - **Proposal Request:** An email sent when a lead requested a proposal, with a link to a Google Drive folder containing the proposal.
3. **Urgency Detection:** Emails containing phrases like "urgent" or "deadline" were automatically moved to the top of the *New* column and assigned to the team lead (e.g., [email protected]).

**Team Adoption Guide:**
1. **Day 1:** Team members attended a 30-minute training session on Sortd’s kanban board features and automation rules. Each member was assigned their first 5 leads to review and qualify.
2. **Day 3:** The team tested the email templates by sending mock proposals to internal stakeholders. Feedback was collected and templates were refined.
3. **Week 1:** The team began using the system for all new leads. The AI urgency detection flagged 12 emails as high-priority, all of which were responded to within 2 hours.
4. **Week 2:** The team reported a 40% reduction in response times and a 25% increase in qualified leads. The shared inbox board became the single source of truth for the sales pipeline.

**Results After 30 Days:**
- **Response Time:** Average response time dropped from 12 hours to 2.5 hours.
- **Lead Qualification Rate:** Increased from 30% to 55% due to automated BANT criteria checks.
- **Deal Closure Rate:** Improved by 15% as follow-ups were more consistent.
- **Team Satisfaction:** 90% of team members reported feeling more organized and less stressed.

**Next Steps:**
- Integrate Sortd with HubSpot to sync deal stages automatically.
- Expand the system to include customer support tickets using AI-powered categorization.
- Train new hires on the system using the automated onboarding checklist created in Sortd.