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Route and track Typeform leads in Airtable and Slack with Gmail SLA alerts

Created by

Created by: Gusti Bagus Cahya Utama || gusticahya
Gusti Bagus Cahya Utama

Last update

Last update 2 days ago

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Quick overview

This workflow routes new Typeform submissions into Airtable and notifies the right owner in Slack, then checks every 15 minutes for leads that are still New and sends SLA-based reminders, with incident alerts sent via Gmail and a Slack fallback.

How it works

  1. Receives each Typeform submission via a Typeform trigger and maps answers using the question ref values.
  2. Applies keyword-based routing rules to select the target team Slack channel and owner, and marks large sales inquiries as HOT priority.
  3. Looks up up to five earlier Airtable records with the same email to provide context on returning contacts.
  4. Upserts the lead into Airtable using Response ID as the unique key and stores routing details used later for reminders.
  5. Posts a Slack Block Kit message in the routed channel that mentions the owner, includes the lead details and history, and links to the Airtable record when available.
  6. Runs every 15 minutes to find Airtable leads still in Status = New and posts Slack reminders based on HOT vs normal SLA timing, escalating to a manager on the final reminder.
  7. When a production execution fails, sends an incident report via Gmail and posts to a Slack ops channel if the email alert cannot be sent.

Setup

  1. Add Typeform, Airtable, Slack, and Gmail credentials, and replace the Typeform form ID plus the Airtable base ID and table ID in the Airtable steps.
  2. In Typeform, set question refs for full_name, email, company, inquiry_type, team_size, budget, and details (and optionally a hidden utm_source field) so the mapping works.
  3. Create an Airtable table with fields matching the workflow’s columns, including Response ID, Status (with a New option), Priority, Slack Channel, Owner Slack ID, and Reminders Sent.
  4. Update the routing table (channels and owner member IDs), SLA settings (minutes, manager Slack ID, fallback channel), and alert settings (recipient email and ops channel) in the configuration steps.
  5. Invite the Slack bot to all target channels (including the ops channel) so it can post notifications and reminders.