Archived document. This file has been superseded or completed and is kept for historical reference.

Instructions for Perplexity (COMET) - Lawmatics Review Request Campaign Setup

⚠️ IMPORTANT: SETUP ONLY - DO NOT SEND

Do NOT send any emails or trigger any automations. This session is for SETUP only:

• ✅ Create email templates
• ✅ Create the automation workflow
• ✅ Configure entry/exit conditions
• ❌ Do NOT activate the automation yet
• ❌ Do NOT submit any forms
• ❌ Do NOT send any test emails to real contacts

Leave the automation in Draft/Inactive state when finished. I will activate it manually after reviewing.

Overview

Set up an automated review request email campaign in Lawmatics that:

1. Sends initial review request emails to past clients
2. Automatically sends one follow-up 5 days later if no response
3. Stops the sequence if the client clicks the feedback link

Trigger mechanism: User submits the form form-request-a-review on a Matter, which contains the personalized feedback link. This triggers the automation.

Terminology

Contact Segmentation Strategy

Note: Email templates referenced above are in business-files/review-request.md

Prerequisites (Already Complete)

• [x] Form exists: form-request-a-review
• [x] Matter field exists: _generated-url-to-leave-a-review (mapped from form)
• [ ] Email templates created in Lawmatics (Part 1 below)
• [ ] Automation created in Lawmatics (Part 2 below)

PART 1: Create Email Templates

Navigate to: Marketing > Emails > + New Email

Email 1: Initial Review Request

• Name: Review Request - Initial
• Type: Marketing > Workflow / Campaign
• Format: Plain Text (appears more personal)
• Subject: Quick favor, {{contact.first_name}}?
• Body:

Hi {{contact.first_name}},

I hope this message finds you well. I was thinking about your case recently and wanted to reach out.

I'm reaching out because your feedback would mean a lot to me. If you have 30 seconds, I'd really appreciate it if you could share your experience:

{{matter._generated-url-to-leave-a-review}}

Your input helps other workers facing similar situations find the help they need.

Either way, I hope you're doing well. If you ever need anything in the future, don't hesitate to reach out.

Best regards,

Zachary Sempers, Esq.
Sempers Law Firm
888-762-0297

Important: The merge field {{matter._generated-url-to-leave-a-review}} will pull the personalized feedback link from the Matter. Verify the exact merge field syntax in Lawmatics - it may be formatted differently (e.g., {{matter.generated_url_to_leave_a_review}} without the leading underscore or with underscores instead of hyphens).

Email 2: Follow-Up (5 days later)

• Name: Review Request - Follow Up
• Type: Marketing > Workflow / Campaign
• Format: Plain Text
• Subject: Re: Quick favor, {{contact.first_name}}?
• Body:

Hi {{contact.first_name}},

Just wanted to follow up on my note from last week. I know things get busy – if you have 30 seconds, your feedback would really help:

{{matter._generated-url-to-leave-a-review}}

No worries if you can't. I just wanted to check in.

Best,

Zachary

PART 2: Create the Automation

Navigate to: Marketing > Automations > + New Automation

Basic Configuration

• Automation Name: Review Request Drip
• Target Type: Matters
• Status: All Hired (or whichever status applies to past clients)

Entry Condition

1. Click on “Entry Conditions” box
2. Select “Add Entry Condition”
3. Choose: Filled a Form
4. Select form: form-request-a-review
5. Set to run: Once per matter (prevents duplicate sends if form is resubmitted)

Build the Workflow

Add these actions in sequence:

┌─────────────────────────────────────┐
│  ENTRY: Form "form-request-a-review"│
│         is submitted                │
└──────────────┬──────────────────────┘
               │
               ▼
┌─────────────────────────────────────┐
│  ACTION 1: Send Email               │
│  Template: "Review Request - Initial"│
└──────────────┬──────────────────────┘
               │
               ▼
┌─────────────────────────────────────┐
│  ACTION 2: Add Delay                │
│  Duration: 5 days                   │
└──────────────┬──────────────────────┘
               │
               ▼
┌─────────────────────────────────────┐
│  ACTION 3: Send Email               │
│  Template: "Review Request - Follow Up"│
└─────────────────────────────────────┘

To add each action:

1. Click the “+” button after the entry condition
2. Select the action type (Send Email or Add Delay)
3. Configure as specified above

Exit Condition (Optional but Recommended)

This stops the follow-up email if the client already clicked the link in Email 1.

1. Click “Exit Conditions” (usually at bottom or side of automation builder)
2. Add condition: Custom Email Activity
3. Select email: Review Request - Initial
4. Status: Clicked

Result: If the client clicks the feedback link in the first email, they exit the automation and won’t receive the 5-day follow-up.

Activate the Automation

1. Review all settings
2. Click Activate (or toggle to Active)
3. The automation is now live and waiting for form submissions

PART 3: Daily Workflow for Sending Review Requests

For each client you want to request a review from:

Step 1: Generate the Personalized Feedback Link

# Run from the project directory
node feedback/start-link-generator.js

1. Select Production (sempers.com) environment
2. Enter client’s name, email, and phone
3. Set expiry days (recommend: 14 days to account for follow-up)
4. Enter your FEEDBACK_SECRET
5. Click Generate Link
6. Copy the shortened URL

Step 2: Submit the Form in Lawmatics

1. Open the client’s Matter in Lawmatics
2. Open form: form-request-a-review
3. Paste the generated link into the _generated-url-to-leave-a-review field
4. Complete any other required fields
5. Submit the form

Step 3: Automation Takes Over

Once the form is submitted:

• Immediately: Email 1 (Initial Request) is sent
• 5 days later: If no click, Email 2 (Follow Up) is sent
• If clicked: Sequence stops, no follow-up sent

PART 4: Tracking Results

View Automation Performance

Navigate to: Marketing > Automations > Click on “Review Request Drip”

You can see:

• How many matters have entered the automation
• How many are currently in the 5-day delay
• How many completed the sequence
• How many exited early (clicked)

View Email Statistics

Navigate to: Marketing > Emails > Click on each email template

View per-email metrics:

• Open rate
• Click rate
• Bounce rate
• Unsubscribes

Summary: Manual vs. Automated Tasks

Troubleshooting

Email not sending after form submission

1. Verify automation is Active (not paused/draft)
2. Check the Matter’s status matches the automation’s allowed statuses
3. Verify the form name matches exactly: form-request-a-review
4. Check if the matter already went through this automation (if set to “run once”)

Merge field not populating

1. Verify the exact field name in Lawmatics (Settings > Custom Fields > Matters)
2. The merge field syntax may need adjustment - try variations:
   • {{matter._generated-url-to-leave-a-review}}
   • {{matter.generated_url_to_leave_a_review}}
   • {{matter._generated_url_to_leave_a_review}}
3. Send a test email to yourself to verify the merge field works

Follow-up sent even though client clicked

1. Verify the exit condition is configured correctly
2. Check that the exit condition references the correct email template name
3. The click must be tracked by Lawmatics (some email clients block tracking)

Reference Documentation

• Drip Campaigns
• Automation Actions (including delays)
• Automation Entry Conditions - Filled a Form
• Run Once Campaigns

Related Files

• Email templates (content): business-files/review-request.md
• Link generator: feedback/start-link-generator.js
• Links log: business-files/feedback-links-log.csv

Created: January 22, 2026 Last Updated: January 22, 2026 Status: Ready for implementation