Lesson 1: Every portal lead, one workflow

SRSkyline RealtyLesson 1 of 6 · 15 min

Goal: 99acres, MagicBricks, Facebook and the website → one CRM lead → WhatsApp brochure.

Website · 99acres · MagicBricks · FacebookCRM: create leadWhatsApp: brochure

You'll learnMultiple triggersMatch fieldsCRM steps

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The situation

We pay for 99acres and MagicBricks, run Facebook ads, and get enquiries on our website. Each one lands somewhere different, in a different format. By the time an agent sees a lead, the buyer has spoken to two other brokers. And at the end of the month I can’t tell which portal actually brought bookings.

Arjun Mehta, Founder · Skyline Realty

What we’ll build

One agent, Arya, with four triggers (one per lead source) feeding the same steps:

1. Auto Appy CRM → Create lead, with the source recorded on every lead.
2. Auto Appy WhatsApp → Send media message with the project brochure (a PDF).

autoappy.com/workflows/…Sample data

Four ways in, one set of steps. Each trigger has its own link.

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Step 1: Build it for the website first

1. Agents → New agent → Welcome new leads. Name Arya, job Reply to every property enquiry.
2. First step: Webhook (Auto Appy) → Global Trigger. Point the website’s enquiry form at Your Webhook URL and capture one enquiry. Skyline’s form sends name, phone, project, bhk, budget and message.
3. Add Auto Appy CRM → Create lead. Connect Skyline’s CRM account (organisation ID and a Read and write CRM API key). Fill Lead name with {{workflow.name}}, and choose the Pipeline and Stage (New). Use Custom fields for phone, project, BHK and budget.
4. Add Auto Appy WhatsApp → Send media message. Media type: document; Public HTTPS media URL: the brochure PDF’s link; Document filename: Skyline-Heights-brochure.pdf; Caption: Hi {{workflow.name}}, here's the brochure for {{workflow.project}}.

autoappy.com/workflows/…Sample data

Auto Appy CRM actions available in any workflow.

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Step 2: Add the portals as extra triggers

1. Click the Website trigger. In Leads from more than one place?, click Add trigger (or hover the trigger tile and click +⚡).

2. In Where do these leads come from?, type 99acres. Choose Webhook (Auto Appy) → Global Trigger and click Add trigger.

   autoappy.com/workflows/…Sample data

   

   Name the source; it's recorded on every run.

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3. Repeat for MagicBricks and Facebook lead form (one of the suggested sources).

4. Rename the main trigger’s Source name from Webhook to Website.

5. Each trigger now has its own Copy link. Give each link to the matching source (below).

autoappy.com/workflows/…Sample data

All four triggers, each with its own link.

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Where each link goes

Source	What to do with its link
Website	The website form posts to it (as in Step 1).
99acres / MagicBricks	Ask your portal account manager for lead push to a URL (also called a webhook or CRM integration) and give them the link. If a portal only emails leads, keep this trigger for later.
Facebook lead form	Use the Facebook Lead Ads app’s Set Facebook Ads Leads Webhook action once to send your page’s leads to this link, or use a lead-sync tool that posts to a URL.

Step 3: Match the portals’ field names

99acres sends lead_name, mobile and property; your steps expect name, phone and project. Instead of building separate steps, match them.

1. Click the 99acres trigger, Start Capturing Sample Data, and ask the portal to send a test lead (or post one yourself).
2. Match fields lists every field the main trigger has. For each one, pick which of this trigger’s fields fills it: name ← lead_name, phone ← mobile, project ← property. Fields with the same name (bhk, budget) match on their own.
3. Click Save matches (or Match automatically to let Auto Appy guess first).

autoappy.com/workflows/…Sample data

Match once; the CRM and WhatsApp steps keep working for every source.

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Step 4: Record where each lead came from

With two or more triggers, every run includes trigger_source. In the Create lead step, map {{workflow.trigger_source.name}} into the CRM’s Source field. Every lead now says Website, 99acres, MagicBricks or Facebook lead form, and nobody can fake it: Auto Appy sets it itself.

History can filter by source too (From: All triggers / Website / 99acres…):

autoappy.com/workflows/…Sample data

Each run shows which trigger started it.

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Answering Arjun's question

At month end, filter CRM leads by Source and compare with bookings. That’s the answer to “which portal is worth paying for?”

✍️Try it yourself

1. Add a fifth trigger, Event QR code, for leads from a property exhibition. Make a QR code from its link with a free QR generator.
2. Suppose MagicBricks sends customer_name and contact. Match them to name and phone.
3. Add a condition so leads whose budget is empty skip the WhatsApp step.

Using this for your own business?

A coaching institute gets leads from its website, JustDial and Instagram; a clinic from Practo and its website. Same pattern: one trigger per source, match the fields, record the source.

What you learned

• Multiple triggersUp to 20 extra link triggers feed the same steps, each with its own URL.
• Match fieldsMap each source's field names onto the main trigger's.
• trigger_sourceWhich trigger started the run, for CRM sources and conditions.
• CRM stepsCreate, find and update leads, and add follow-ups, from any workflow.

Next: The right brochure for the right budget →

🎓 For trainers: how to teach this lesson

• Start with the mess: show four sample leads in four formats on screen. Ask the class how they’d handle them without automation.
• Key insight: one workflow with four triggers beats four copies of the same workflow. Fix it once, it’s fixed everywhere.
• Honesty about portals: not every portal plan includes lead push. Teach the fallback (manual export, or email) without overpromising.