--- title: How to Automate Lead Flow And Movement Across Pipeline Stages. description: "## **Client Renewal ** First, in the **Client Renewal Automation** folder, inside the workflow **1.1 - Segment Management -> Move to Relevant Renewal Campaign**, when the **2025 Renewal tag** is applied: - The **first condition** checks if the contact does **not…" url: "https://help.affordablecare.ai/docs/how-to-automate-lead-flow-and-movement-across-pipeline-stages/" updated: "2025-10-03" category: ACA Flow --- # How to Automate Lead Flow And Movement Across Pipeline Stages. ## **Client Renewal ** First, in the **Client Renewal Automation** folder, inside the workflow **1.1 - Segment Management -> Move to Relevant Renewal Campaign**, when the **2025 Renewal tag** is applied: - The **first condition** checks if the contact does **not have the 2024 tag** and **does not have the Health Client tag**. - The **second condition** checks if the contact **has both the 2024 tag and the Health Client tag**, and if the **Crosswalk field is empty**. - The **third condition** checks if the contact **has both the 2024 tag and the Health Client tag**, and if the **Crosswalk field is not empty.** Based on the matching conditions, the contact will be added to the **relevant renewal campaign** and their **pipeline stage will be updated to "Send Renewal Request"** in the Client Renewal pipeline.   ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_3-1.png) After that, whenever someone replies to **any email from these campaigns**, they will be enrolled into the workflow **1.2 - Got Replied From Campaign -> Move to Respond Stage**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_4-1.png) they will be moved to the **"Responded" stage** in the **Client Renewal pipeline**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_5-1.png) After that, in **Workflow 1.3**, when we apply the **2025 tag**: - The **Health Client**, **2025 Renewal**, and **HOT** tags will be **removed**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_6-1.png) - The contact will be moved to the **"Won"** stage in the **Client Renewal**pipeline. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_7-1.png) - Finally, they will be enrolled in the **Post-Sale Automation workflow.** ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_8-1.png) - They will be enrolled in this workflow. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_9.png) After that, when any of the following tags are applied: **Lost**, **ACA Survey Submitted**, **AI Appointment Booked**, or **Appointment Set—**then: - The **HOT** tag will be **removed.** - After this, in the if/else condition, it checks whether the **2025 renewal** tag includes or not if include move to further actions; otherwise, it removes it from workflow And the contact will be moved to the **relevant stage** in the client renewal** pipeline** accordingly. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_10-1.png) - If the "Lost" tag is added, then the contact will be moved to the **"Lost"** stage in the client renewal** pipeline.** ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_11-1.png) - If ACA survey submitted tag added then contact will be moved to the **"Eligibility Survey Submitted"** stage in the **Client Renewal pipeline.** ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_12-1.png) If the Appointment Set" or "AI Appointment Booked" tags are added, then contact will be moved to the **"Appointment Booked Stage"** stage in the **Client Renewal pipeline.****AI Appointment Booked—**An appointment has been automatically scheduled by the AI system. **Appointment Set—**A manual or system-confirmed appointment has been scheduled. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_13-1.png) ## **ACA Contact Journey** After that, inside the **ACA Contact Journey Automation** folder, there's a workflow called **2.1 - Contact Journey Pipeline Management**. - This workflow manages the **complete journey of a contact**. - It checks **which tag is applied** and moves the contact to the **relevant stage** in the **Contact Journey pipeline**, which can also be referred to as the **Master Pipeline**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_14-1.png) - When the **Consent to Connect** tag is applied, the contact will be moved to the **"Lead**" stage in the ACA Contact Journey Pipeline. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_15-1.png) - When the **Disqualified Lead** tag is applied, the contact will be moved to the **"Disqualified Lead**" stage in the ACA Contact Journey Pipeline. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_16-1.png) - When the **ACA Survey Submitted** tag is applied, the contact will be moved to the **"Digital Journey**" stage in the ACA Contact Journey Pipeline. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_17-1.png) - When the **Health Client**tag is applied, the contact will be moved to the **"Client**" stage in the ACA Contact Journey Pipeline. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_18-1.png) - When the **Other AOR** tag is applied, the contact will be moved to the **"Fall on other AOR**" stage in the ACA Contact Journey Pipeline. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_19-1.png) - When the **Client Renewal** tag is applied, the contact will be moved to the **"Client Renewal**" stage in the ACA Contact Journey Pipeline. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_20-1.png) ## **ACA Lead** After that, in the **ACA Lead** folder, there’s a workflow called **3.1 - ACA Hot Lead Follow-Up**. When the **ACA Lead** tag is added, an opportunity will be created in the **ACA Lead pipeline** at the stage **"Consent to Connect Submitted"**, and also the contact will be moved to the **"Lead" stage** in the **ACA Contact Journey pipeline,** and the contact will enter this follow-up campaign. The system will keep sending follow-up messages until the **ACA Survey** is submitted, and if the person books an appointment, they will get the **Appointment Set** tag. After the call happens, the system will add the right tag, like "**No Show" or "****Call Completed,"** and move the contact to the right stage in the pipeline. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_21-1.png) After that, in the workflow 3.2 - ACA Lead Pipeline Management—**ACA Survey Submitted**, **Consent to Connect,** **AI Appointment Booked** or **Appointment Set** and aca survey submitted or tiktok form submitted. - After this, in the if/else condition, it check either **Dental** tag includes or not if include move to further actions; otherwise, it removes it from workflow And the contact will be moved to the **relevant stage** in the **ACA Lead pipeline** accordingly. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_22-1.png) In the 3.2 ACA** Lead Pipeline Management** workflow, the **first if/else condition** checks which workflow was triggered. If any of the following triggers occur: - Consent to Connect tag is added - Facebook or LinkedIn form is submitted - Consent to Connect survey is submitted ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_23-1.png) Then, an **opportunity will be created** in the **ACA Lead pipeline** at the **"Consent to Connect" stage**. In the **3.2 - ACA Lead Pipeline Management** workflow, the **second if/else condition** checks which workflow was triggered. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_24.png) In the 3.2 ACA** Lead Pipeline Management** workflow, the **second if/else condition** checks which workflow was triggered. If any of the following triggers occur: - Aca survey submission tag is added ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_25.png) Then, an **opportunity will be created** in the **ACA Lead pipeline** at the **"Moved to Digital Journey"**stage. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_26.png) In the **3.2 - ACA Lead Pipeline Management** workflow, the **Third if/else condition** checks which workflow was triggered. If any of the following triggers occur: - Appointment Set or AI Appointment Booked submitted tag is added ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_27.png) Then, an **opportunity will be created** in the **ACA Lead pipeline** at the **"Appointment Submitted"**stage. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_28.png) And an **opportunity will also be created** in the **Appointment Journey pipeline** at the **"Appointment Booked"**stage. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_30.png) ## **Appointment Journey** After that, inside the **Appointment Journey Automation** folder, there's a workflow called **4.1 - Appointment Confirmations + Reminders**. When someone **books an appointment**, they will receive **confirmation emails**, and an **opportunity will be created** in the **Appointment Journey pipeline** at the **"Appointment Booked" stage**. Along with this, the system will also send **appointment reminders** automatically. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_31.png) And the contact will be moved to the **Appointment Booked Stage** in the **Appointment Journey pipeline**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_32.png) After that, even if the appointment is booked, if the contact's **appointment status is set to "No Show"** or the **"No Show" tag** is applied, the contact will be moved to the **"Appointment Missed" stage** in the **Appointment Journey pipeline**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_33.png) And if the **appointment status is set to "Cancelled"**, then the contact will be moved to the **"Appointment Cancelled" stage** in the **Appointment Journey pipeline**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_34.png) **After that, even if the appointment was booked, if the contact's **appointment status is set to "Completed"** or the **"completed" tag** is applied, the contact will be moved to the **"Appointment Completed" stage** in the **Appointment Journey pipeline**.** ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_35.png) ## **Digital Journey** After that, in the **Digital Journey** workflow folder, when someone **submits the Eligibility Survey**, the data will be **saved in System through a webhook**. At the same time: - An **opportunity will be created** in the **Digital Journey pipeline** at the **"Survey Submitted" stage** - The contact will also receive the **ACA Survey Submitted** tag. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_36.png) After that, inside the **Digital Journey** folder, there is a subfolder named **Client Follow-Up**, which contains the workflow **5.2.1 - ACA Survey Submitted Tag Added -> Follow-Up for Agent Consent**. As soon as the **ACA Survey Submitted** tag is applied, the contact will be **added to the Agent Consent follow-up campaign** to start the follow-up process. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_37.png) And once the **Agent Consent** is submitted “**agent consent submitted**” tag is added, an **opportunity will be created** in the **Digital Journey pipeline** at the stage **"Agent Consent Submitted"**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_38.png) As the **Agent Consent Submitted** tag is applied, the contact will be **added to the App. Review Consent follow-up campaign** to start the follow-up process. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_39.png) And once the **Agent Consent** is submitted “**agent consent submitted**” tag is added, an **opportunity will be created** in the **Digital Journey pipeline** at the stage **"Agent Consent Submitted"**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_41.png) As the **App Consent Submitted** tag is applied, the contact will be **added to the Appointment follow-up campaign**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_42.png) And once the **Application Review Consent** is submitted “**app consent submitted**” tag is added, an **opportunity will be created** in the **Digital Journey pipeline** at the stage **"Application Review Consent Submitted"**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_43.png) And after that if the appointment is booked **opportunity will be created** in the **Digital Journey pipeline** at the stage **"Appointment Submitted"**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_44.png) ## **Agent Consent + App. Review Consent Management** After that, in the **Automation folder** named **05.1 Agent Consent + App. Review Consent Management**, which is linked with the **Digital Journey workflow folder**, when the **Send Agent Consent** tag is applied: The contact will be **added to the Agent Consent follow-up** sequence. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_45.png) An **opportunity will be created** in the **05.1 Agent Consent + App. Review Consent Management pipeline** at the stage **"Agent Consent Sent"**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_46.png) - And once the **Agent Consent is signed**, the contact will be **removed from the Agent Consent follow-up**, and they will be moved to the **"Agent Consent Submitted" stage** in the **05.1 Agent Consent + App. Review Consent Management pipeline**.![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_47.png) when the **Send Application Review Consent** tag is applied: The contact will be **added to the Application Review Consent follow-up** sequence. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_48.png) An **opportunity will be created** in the **05.1 Agent Consent + App. Review Consent Management pipeline** at the stage **"Application Review Consent "**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_49.png) - And once the **Application Review Consent  is signed**, the contact will be **removed from the Application Review Consent  follow-up**, and they will be moved to the **"Application Review Consent " stage** in the **05.1 Agent Consent + App. Review Consent Management pipeline**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_50.png) ## ** DMI (Data Matching Issue)** The next automation folder is **06. DMI (Data Matching Issue)**, which contains workflows used when specific documents are required — such as **Proof of Citizenship**, **Proof of Tricare Coverage**, etc. - When a document is required, and add to **email follow up is sent**  with a **form link** requesting the needed document to proceed with the application. These workflows are triggered when we **update a custom field**, **add a tag**, or the **form is filled**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_51.png) - As soon as the email is sent, an **opportunity is created** in the **DMI pipeline** at the **"Email Sent" stage**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_52.png) In the same automation folder, there's a workflow named **6.2.1 - DMI Proof Form Submitted -> Remove From Reminders + Notify**. When a **document-related form is submitted** (such as Proof of Citizenship or Tricare Coverage): - The contact will be **removed from all reminder workflows** related to that document. The **internal team will be notified** about the form submission. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_53.png) - The opportunity will be moved to the **"Document Submitted" stage** in the **DMI pipeline**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_54.png) And then, if the **agent manually accepts or rejects the document** by updating the **pipeline stage** in the **DMI pipeline**: The contact will automatically receive an **email or SMS** informing them whether the document was **accepted** or **rejected**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_55.png) ## **Email/SMS Management** After that, in the **07. Email / SMS Management** automation folder, there's a subfolder called **7.1 - Email Status**, which contains the workflow **7.1.1 - Email Bounced -> Enable DND**. Whenever an **email bounces**: - The contact will automatically receive the **Email Bounced** tag. **DND (Do Not Disturb)** will be enabled for **email** to prevent further email attempts. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_56.png) - An **opportunity will be created** in the **07. Email / SMS Management pipeline** at the **"Email Bounced" stage**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_57.png) After that, in the same folder, there's a workflow named **7.1.2 - Email Complained/SPAM -> Enable DND**. Whenever an **email is marked as complained or spam**: - The contact will receive the **Email Complained** tag. **DND (Do Not Disturb)** will be enabled for **email** to stop future email communication. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_58.png) - An **opportunity will be created** in the **07. Email / SMS Management pipeline** at the stage **"Email Complained/SPAM"**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_59.png) After that, in the same folder, there's a workflow named **7.1.3 - Email Unsubscribed -> Enable DND**. Whenever an **email is marked as Unsubscribed**: - The contact will receive the **Email Unsubscribed** tag. **DND (Do Not Disturb)** will be enabled for **email** to stop future email communication. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_60.png) - An **opportunity will be created** in the **07. Email / SMS Management pipeline** at the stage **"Email Unsubscribed"**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_61.png) After that, in the folder **7.2 - SMS Status**, there's a workflow called **7.2.1 - DND on STOP Message**. When a contact is marked as **DND for SMS**, or if they **reply with keywords** like **Stop**, **Remove**, **Not Interested**, or **Out**: - **DND will be enabled for all channels** (Email, SMS, Calls).  - The **HOT tag will be removed** from the contact. The contact will be **removed from all active workflows** to stop further communication. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_62.png) - An **opportunity will be created** in the **07. Email / SMS Management pipeline** at the stage **"Email/SMS DND".** ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_63.png) After that, there's a workflow named **7.2.2 - SMS Error -> Enable DND**. If any error occurs while sending an SMS, then: - **DND will be enabled for all channels** (Email, SMS, Calls). - **DND will be enabled for SMS** to prevent further message failures. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_64.png) - An **opportunity will be created** in the **07. Email / SMS Management pipeline** at the stage **"SMS DND".** ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_65.png) After that, there's a workflow named **7.2.3 - Filter & Verify Phone Number**. This workflow checks whether the phone number is invalid or a landline. It uses an if/else condition to determine which workflow triggered the check. - If the number is detected as a **landline**, the contact will receive the **Landline Number** tag, **DND will be enabled for SMS**. **DND will be enabled for SMS** to prevent further message failures. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_66.png) - An **opportunity will be created** in the **07. Email / SMS Management pipeline** at the **"Landline Number" stage**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_67.png) - If the number is identified as **invalid or wrong**, the contact will receive the **Wrong Number** tag, and an **opportunity will be created** in the **"Wrong Number" stage** of the same pipeline. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_68.png) ## **Dental  Lead** After that, in the **Dental Lead** folder, there’s a workflow called **8.1 - Dental Hot Lead Follow-Up**. When the **Dental Lead** tag is added, an **opportunity will be created** in the **Dental Lead pipeline** at the stage **"Consent to Connect Submitted"**, and the contact will enter this follow-up campaign. It will keep sending follow-up messages **until an appointment is booked**. If the person books an appointment, they will get the **Appointment Set** tag. After the call happens, the system will apply the appropriate tag like **No Show** or **Call Completed**, and move the contact to the correct stage in the **Appointment Journey pipeline**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_69.png) - An Oppurtunity created in Dental Pipeline’s Stage “**Consent to Connect”.** ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_70.png) After that, the workflow 8.2 - Dental Appointment Scheduled Moved to Dental Pipeline is triggered when the appointment status is marked as Confirmed. It will use an if/else condition to check if the contact has the Dental tag. If the **Dental tag** is present, the contact will be **removed from the Dental Lead follow-up workflow**. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_71.png) - And an opportunity will be created in the **Dental Lead pipeline** at the stage**"Appointment Booked".** ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_72.png) After that, the workflow **8.3 - Wrong Number Tag Added -> Moved to Lost Stage in Dental Pipeline** is triggered when the contact is given tags like **Negative Conversation**, **Wrong Number**, or **Not Interested**. It then uses an **if/else condition** to check if the **Dental tag** is included. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_73.png) - If the **Dental tag** is present, an opportunity will be created in the **Dental Lead pipeline**at the**"Lost"**stage. ![](https://help.affordablecare.ai/wp-content/uploads/2025/06/Screenshot_74.png)