# Lead qualification and handoff automation

> Download a simple automation recipe that gives every new lead an owner and a follow-up task, build it with Orbit or by hand, and test it.

Canonical: https://help.spacebrain.ai/examples/workflow-recipe/
Last modified: 2026-09-25T00:00:00.000Z

This recipe makes sure no new lead is forgotten: when a lead arrives, Spacebrain gives it an owner and creates a follow-up task. It doesn't message the customer, so it's a safe first automation. It's for owners, sales managers and anyone building their first automation.

[Download the automation recipe](/downloads/workflow-recipe.md)

## Before you begin [#before-you-begin]

* **Role:** **Editor** or higher.
* **Plan:** your plan must allow active automations. If you see **Upgrade to activate**, check **Settings → Billing**.
* **A test lead:** yourself, clearly labelled, for example `Test – Maya (internal)`.
* **Decide who owns new leads** and how quickly they should follow up.

## The recipe [#the-recipe]

```text
Outcome: Give one eligible new lead a named human owner and follow-up task.

Trigger: A Lead is created.

Eligibility:
- Source equals the approved test source.
- Email exists.
- Test or suppression marker does not prohibit action.

Actions:
1. Assign the approved test owner.
2. Create a task: "Review new lead and choose next step."
3. Set the task due time according to the team's operating policy.

Do not include a customer-facing send in version 1.

Evidence:
- Trigger Lead ID
- Automation execution ID
- Condition result
- Assigned owner
- Task ID and due time
```

In plain English: **when a new lead is created and has an email address, assign it to Priya and give her a task to review it within one day.** The "eligibility" checks make sure it only runs for the leads you mean. While testing, limit it to your test source so real leads aren't affected.

## Build it with Orbit [#build-it-with-orbit]

1. Go to **Automations → All Automations** and select **New Automation**.
2. Choose **Describe with Orbit**.
3. Paste something like this, changing the name and timing to suit you:

   *"When a lead is created, create a task named Review new lead, assign it to the new lead's owner, due in one day with medium priority. Keep it as a draft."*

   This matches the **Review each new lead** idea Orbit suggests.
4. Review the plan Orbit shows. Ask for changes in plain words, for example "only for leads that have an email address."
5. Select **Save draft**. Orbit AI uses credits.

## Or build it by hand [#or-build-it-by-hand]

1. In **New Automation**, choose **Build manually**.
2. Choose the new-lead trigger as the starting event.
3. Add a condition that checks the lead has an email address (and, while testing, that the source is your test source).
4. Add a step to assign the owner.
5. Add a step that creates a task: title *Review new lead and choose next step*, due in one day.
6. Save.

The exact step names depend on your plan and what's switched on in your workspace. If a step isn't available, don't swap in something unrelated. Build the closest simple version you can.

## Test it [#test-it]

1. Open the draft and select **Run dry test** to see which path a lead would take. Nothing is changed.
2. Select **Publish**.
3. Create your test lead in **CRM → Leads**.
4. Check **Automations → Runs** for one completed run.
5. Check **Tasks**: there should be exactly one new task, assigned to the right person, linked to your test lead.

Then run through these cases:

| Test                                                      | What should happen                                               |
| --------------------------------------------------------- | ---------------------------------------------------------------- |
| A normal test lead with an email                          | One owner assigned, one task created                             |
| A lead with no email address                              | No task; the run shows it didn't meet the condition              |
| A lead marked as excluded (for example, "do not contact") | Nothing happens                                                  |
| The same lead updated again                               | No extra task (the trigger is "created," not "updated")          |
| The owner field can't be filled                           | The run shows an error you can see, rather than failing silently |

**You're ready when** each test behaves as expected. Then remove the test-source condition so it applies to all new leads, and publish again.

## Worked example [#worked-example]

Sam's studio gets about five leads a week from its website. After publishing the recipe, a lead called Alex arrives on Monday at 10:14. **Automations → Runs** shows a completed run at 10:14, and Priya's **Tasks** list shows *Review new lead and choose next step* due Tuesday at 10:14, linked to Alex's record.

## What to add next [#what-to-add-next]

Once this works reliably for a week or two, you might add:

* A short thank-you email to the lead (check your email is connected and you have permission to email them).
* A classifier step that sorts leads into "hot," "warm" or "not a fit." Use **Test classifier · Free** to check it before publishing.
* A text message or AI call for urgent enquiries (check consent and your phone number setup first).

Add one thing at a time, and test again after each change.

## If something goes wrong [#if-something-goes-wrong]

| What you see            | What to do                                                                                     |
| ----------------------- | ---------------------------------------------------------------------------------------------- |
| No run appears          | Check the automation is published, not a draft, and that your test lead matches the condition. |
| The run failed          | Open it in **Automations → Runs** to see which step failed and why.                            |
| Two tasks for one lead  | Check you don't have two automations with the same trigger. Pause one.                         |
| **Upgrade to activate** | Your plan limits active automations. See **Settings → Billing**.                               |

More help: [communications and automation troubleshooting](/troubleshooting/communications-and-automations/).

## FAQ [#faq]

### Why no email in the first version? [#why-no-email-in-the-first-version]

Because it's much easier to fix a wrong task than a wrong email to a customer. Prove the trigger and conditions work first.

### Can I pause it? [#can-i-pause-it]

Yes. Open the automation and select **Pause**. Nothing is deleted.

## Next step [#next-step]

Read the full [Automations guide](/automations/workflows/).