Lead Scoring Pipeline with Mattermost and Trello

This workflow automatically enriches incoming form-based leads, calculates a lead-score from multiple data points, and then routes high-value prospects to a Mattermost alert channel while adding all leads to Trello for further handling. It centralizes lead intelligence and streamlines sales team triage—no manual spreadsheet work required.

Pre-conditions/Requirements

Prerequisites

• n8n instance (self-hosted or n8n cloud)
• ScrapeGraphAI community node installed
• Active Trello and Mattermost workspaces
• Lead-capture form or webhook that delivers JSON payloads

Required Credentials

• Trello API Key & Token – Access to the board/list where cards will be created
• Mattermost Access Token – Permission to post messages in the target channel
• (Optional) Clearbit / Apollo / 3rd-party enrichment keys – If you replace the sample enrichment HTTP requests

Specific Setup Requirements

How it works

This workflow grabs new leads at a defined interval, enriches each lead with external data, computes a custom score, and routes the lead: high-scorers trigger a Mattermost alert and are placed in a “Hot Deals” list, while the rest are stored in a “Backlog” list on Trello. All actions are fully automated and run unattended once configured.

Key Steps:

• Schedule Trigger: Runs every 15 minutes to poll for new form submissions.
• HTTP Request – Fetch Leads: Retrieves the latest unprocessed leads from your form backend or CRM API.
• Split In Batches: Processes leads 20 at a time to respect API rate limits.
• HTTP Request – Enrich Lead: Calls external enrichment (e.g., Clearbit) to append company and person data.
• Code – Calculate Score: JavaScript that applies weightings to enriched attributes and outputs a numeric score.
• IF – Score Threshold: Branches flow based on LEAD_SCORE_THRESHOLD.
• Mattermost Node: Sends a rich-text message with lead details for high-score prospects.
• Trello Node (Hot List): Creates a Trello card in the “Hot Deals” list for high-value leads.
• Trello Node (Backlog): Creates a Trello card in the “New Leads” list for everyone else.
• Merge & Flag Processed: Marks leads as processed to avoid re-processing in future runs.

Set up steps

Setup Time: 10–15 minutes

1. Import the Workflow: Download the JSON template and import it into n8n.
2. Create / Select Credentials:
   • Add your Trello API key & token under Trello API credentials.
   • Add your Mattermost personal access token under Mattermost API credentials.
3. Configure Environment Variables: Set MM_CHANNEL_ID, TRELLO_BOARD_ID, TRELLO_LIST_ID_HOT, TRELLO_LIST_ID_BACKLOG, and LEAD_SCORE_THRESHOLD in n8n → Settings → Environment.
4. Form Backend Endpoint: Update the first HTTP Request node with the correct URL and authentication for your form or CRM.
5. (Optional) Enrichment Provider: Replace the sample enrichment HTTP Request with your chosen provider’s endpoint and credentials.
6. Test Run: Execute the workflow manually with a sample payload to ensure Trello cards and Mattermost messages are produced.
7. Activate: Enable the workflow; it will now run on the defined schedule.

Node Descriptions

Core Workflow Nodes:

• Schedule Trigger – Triggers workflow every 15 minutes.
• HTTP Request (Fetch Leads) – Pulls unprocessed leads.
• SplitInBatches – Limits processing to 20 leads per batch.
• HTTP Request (Enrich Lead) – Adds firmographic & technographic data.
• Code (Calculate Score) – JavaScript scoring algorithm; outputs score field.
• IF (Score ≥ Threshold) – Determines routing path.
• Mattermost – Sends formatted message with lead summary & score.
• Trello (Create Card) – Adds lead as a card to the appropriate list.
• Merge (Flag Processed) – Updates source system to mark lead as processed.

Data Flow:

1. Schedule Trigger → HTTP Request (Fetch Leads) → SplitInBatches
2. → HTTP Request (Enrich Lead) → Code (Calculate Score) → IF
3. IF (Yes) → Mattermost → Trello (Hot List)
4. IF (No) → Trello (Backlog)
5. Both branches → Merge (Flag Processed)

Customization Examples

Adjust Scoring Weights

// Code node: adjust weights to change scoring logic
const weights = {
  industry: 15,
  companySize: 25,
  jobTitle: 20,
  intentSignals: 40
};

Dynamic Trello List Mapping

// Use a Lookup table instead of IF node
const mapping = {
  hot: 'TRELLO_LIST_ID_HOT',
  cold: 'TRELLO_LIST_ID_BACKLOG'
};
items[0].json.listId = mapping[items[0].json.segment];
return items;

Data Output Format

The workflow outputs structured JSON data:

{
  "leadId": "12345",
  "email": "[email protected]",
  "score": 82,
  "priority": "hot",
  "trelloCardUrl": "https://trello.com/c/abc123",
  "mattermostPostId": "78yzk9n8ppgkkp"
}

Troubleshooting

Common Issues

1. Trello authentication fails – Ensure the token has write access and that the API key & token pair belong to the same Trello account.
2. Mattermost message not sent – Confirm the token can post in the target channel and that MM_CHANNEL_ID is correct.

Performance Tips

• Batch leads in groups of 20–50 to avoid enrichment API rate-limit errors.
• Cache enrichment responses for repeat domains to reduce API calls.

Pro Tips:

• Add a second IF node to send ultra-high (>90) scores directly to an account executive via email.
• Store raw enrichment responses in a database for future analytics.
• Use n8n’s built-in Execution Data Save to debug edge-cases without rerunning external API calls.