🎸

🎸 ArtistTypeform

Artist submits the intake Typeform in the portal

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Artist completes the embedded Typeform — one structured submission, no free-text email.

Fields captured: Full name · Email · Segment · Product of interest · Qty · Request type (inquiry vs. ready to order) · Intended use · Urgency · Shipping address (conditional) · Notes

Sets in motion

Submission fires two simultaneous integrations: Typeform → Monday.com (creates board item, Status = 🆕 New) and Typeform → ActiveCampaign (creates Request custom object)

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⚡ AutomaticMonday.comOn submit

Monday.com board item created instantly

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Typeform's native Monday.com integration fires. New item in AR Product Requests board, all fields pre-populated. No manual entry.

Trigger

Typeform submitted → create item → Status = 🆕 New → Date Submitted = today → Due Date = +1 business day

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⚡ AutomaticActiveCampaignOn submit

ActiveCampaign "Request" custom object created

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Typeform's native AC integration fires simultaneously — creating a Request custom object linked to the artist's contact record. This is the CRM record of this entire transaction.

Trigger

Typeform submitted → find/create AC Contact by email → create Request object → Product, Segment, Request Type, Date, Status = New

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⚡ AutomaticActiveCampaignOn object created

📧 Artist receives: Acknowledgment email

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Sent immediately from AC the moment the Request object is created. Sets expectations, confirms receipt.

AC trigger→Request object created → send email immediately. Not triggered by a Monday status change.

To: {{contact.email}} · From: artistrelations@roland.com · Via: ActiveCampaign

AC

Subject: We've got your request, {{first_name}} ✅

Hey {{first_name}},

Your request for the {{request.product}} just landed with our Artist Relations team and we're on it.

One of us will reach back out with pricing and availability within 1 business day. Your portal is open in the meantime — resources, downloads, and community are all waiting.

Talk soon,
The Roland Artist Relations Team

🤖

⚡ AutomaticMonday.comOn item created

🔔 AR team notified: New request alert

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Monday automation fires a notification to the AR team the moment the item is created.

🆕 NewBoard status when this notification fires. Stays New until a team member is assigned.

To: AR Team (Slade, Lis, Jamie) · Via: Monday.com notification

Monday

🆕 New request — awaiting assignment

{{item.name}} submitted a request for {{item.product_request}}
Segment: {{item.segment}} · Urgency: {{item.urgency}} · Qty: {{item.quantity}}

👉 Item must be assigned (automatically or manually) before a response is sent.

Escalation

If Status still 🆕 New and Owner blank after 2 hours → notify Charles: "Unassigned request 2+ hrs: {{item.name}} / {{item.product}}"

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👤 AR teamMonday.com

AR team member assigns themselves to the item

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A team member is assigned to the item — either automatically via a Monday.com round-robin automation, or manually by a team lead. This is the one human gate — someone takes ownership before any response goes out.

🆕 New→🔄 In Reviewauto on Owner assigned

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👤 AR teamSAM

AR team looks up pricing & availability in SAM

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Team member opens SAM, finds the product, checks the artist's price tier and current stock. All findings go into the AR Notes column in Monday — not into a separate email thread.

🔄 In ReviewStatus remains In Review throughout this step. No automation fires here — this is research only.

AR Notes must include

Product name & SKU · Price (tier-specific) · Stock qty · Lead time if low/OOS · Variants or bundle options · Shipping estimate

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👤 AR teamMonday.com

AR team moves status to Responded

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Once AR Notes are complete, the team member changes status to 💬 Responded. This is the trigger for the pricing email — don't move status until notes are ready.

🔄 In Review→💬 Responded

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⚡ AutomaticMonday.comStatus → Responded

📧 Artist receives: Pricing & availability email

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Triggered the moment status changes to Responded. Sent from the assigned AR team member's name. Pulls product details from AR Notes.

To: {{item.email}} · From: {{item.owner}}@roland.com · Via: Monday.com

Monday

Subject: Your Roland {{product}} — pricing & availability

Hey {{first_name}},

I've pulled everything together on the {{product}} for you.

📦 {{product.name}} SKU: {{product.sku}}
💵 Your price: {{product.price}} ({{item.segment}} tier)
✅ Availability: {{product.availability}}
📦 In stock: {{product.qty}} units
🚚 Est. lead time: {{product.lead_time}}

To move forward, just reply and I'll take it from there.

{{owner.first_name}} · Roland Artist Relations

Also sets

3-business-day follow-up reminder → if Status still 💬 Responded after 3 days, fire Step 2.5

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⚡ AutomaticMonday.com3 days · no update

📧 Artist receives: Gentle follow-up

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One follow-up only. If still no response after 5 more days, flag for AR team to decide to close or keep open.

💬 Responded→Status is still Responded after 3 business days with no update — that stale condition is the trigger. Status does not change as a result of this email.

To: Artist · From: {{item.owner}}@roland.com · Via: Monday.com

Monday

Subject: Still thinking it over? We're here 👋

Hey {{first_name}},

Just checking in — did you have any questions about the {{product}} info I sent? Happy to answer anything or explore other options. No rush at all.

{{owner.first_name}} · Roland AR

🎸

🎸 Artist

Artist replies to confirm they want to proceed

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Artist emails back confirming the order. AR team member confirms shipping address and final details, adds to AR Notes in Monday.

💬 RespondedStatus remains Responded. No automation fires on the artist's reply — this is a manual receipt by the AR team member.

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👤 AR teamMonday.com

AR team finalizes notes; payment arranged

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AR team member updates AR Notes with confirmed qty, ship address, and any special instructions. Before moving status, payment method must be confirmed and logged in Monday.

💬 RespondedStatus still Responded. Does not advance until Payment Status = Received or Waived in step 3.3.

Required

Add Payment Method and Payment Status columns to the board. Payment Status must be set to Received or Waived before status moves to ✅ Order Approved.

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👤 AR teamPayment step

💳 Payment collected or terms confirmed

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Payment handling depends on segment and tier. This step must be complete before status moves to Order Approved — do not proceed without a confirmed Payment Status on the board item.

💳 Pending→✅ Receivedor⊘ Waived— Payment Status column. Monday Status stays 💬 Responded until this resolves.

By segment

Artist Premier — Complimentary or subsidized. Confirm allocation with AR lead. Log as "Waived — complimentary" or "Waived — subsidized" in AR Notes.

General / Partners / Educators — AR team sends a payment link (Shopify draft order or invoice). Payment must be confirmed received before order entry.

Dealers / Retailers — Net terms or existing account. Log payment terms (Net 30, PO #, etc.) in AR Notes. Set Payment Status = Waived pending invoice.

Monday columns required — Payment Method (Invoice / PO / Net Terms / Complimentary) · Payment Status (Pending / Received / Waived)

To: Artist · From: {{item.owner}}@roland.com · Via: Monday.com (manual send)

Monday

Subject: Payment for your Roland {{product}} order

Hey {{first_name}},

I've got everything I need to get your order placed. Here's your payment summary:

📦 Product: {{product}}
🔢 Quantity: {{qty}}
💵 Total: {{order.total}}
💳 Payment method: {{payment.method}}

Please use the link below to complete payment — once confirmed I'll get your order entered right away.

👉 {{payment.link}}

Any questions, just reply here.

{{owner.first_name}} · Roland Artist Relations

Gate

AR team sets Payment Status = Received or Waived in Monday → then manually moves item status to ✅ Order Approved. Status must not move while Payment Status = Pending.

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⚡ AutomaticMonday.comStatus → Order Approved

🔔 Order entry team notified

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Once Payment Status = Received or Waived, AR team changes status to ✅ Order Approved. Monday auto-assigns the item to the Order Entry Associate and fires a notification with everything needed to place the order in SAM.

💬 Responded→✅ Order Approvedpayment confirmed first

To: Order Entry Associate · Via: Monday.com notification + auto-assign

Monday

✅ Ready for SAM entry — assigned to you

Artist: {{item.name}} · Product: {{item.product}} · Qty: {{item.qty}}
Price tier: {{item.segment}} · Payment: {{item.payment_status}} · Ship to: {{item.shipping_address}}

Full details in AR Notes. Enter in SAM, log the order number back to this item, then update status to ⌨️ In SAM.

Automation

Status → Order Approved → auto-assign Owner 2 (Order Entry Associate) on the item → send notification above

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⚡ AutomaticMonday.comStatus → Order Approved

📧 Artist receives: Order confirmation

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To: Artist · From: artistrelations@roland.com · Via: Monday.com

Monday

Subject: Your order is confirmed — we're on it 🎉

Hey {{first_name}},

Your order for the {{product}} has been approved and is being processed.

📦 Product: {{product}}
🔢 Quantity: {{qty}}
📍 Ship to: {{shipping_address}}

You'll get a shipping confirmation with tracking as soon as it leaves the warehouse.

{{owner.first_name}} · Roland Artist Relations

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👤 Order Entry AssociateSAM

Order entered into SAM

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The Order Entry Associate is the single person responsible for both payment follow-up and SAM entry. They open the Monday item (now auto-assigned to them), read the AR Notes, and enter the order in SAM — product, qty, ship-to address, and price tier. SAM generates an internal order number.

✅ Order ApprovedStatus during this step. No automation fires here — this is data entry in SAM.

Recommended role setup

One designated Order Entry Associate owns all orders from payment confirmation through SAM entry. This person has access to both Monday.com and SAM. Having a single owner eliminates the handoff gap and ensures the SAM order number always gets logged back to the board.

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👤 Order Entry AssociateMonday.comSAM

SAM order number logged back to Monday

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Immediately after placing the order in SAM, the Order Entry Associate pastes the SAM-generated order number into the SAM Order # column on the Monday item. This is the critical link — it permanently ties the Monday record to the SAM order so the AR team and any future audit can cross-reference them.

✅ Order ApprovedStatus still Order Approved. Must log SAM Order # before changing status to ⌨️ In SAM in the next step.

Required before moving status

SAM Order # column must be populated before status changes to ⌨️ In SAM. An empty SAM Order # means the order cannot be traced. Do not skip this step.

Also log

Expected ship date from SAM (if visible) · Any SAM-side notes or flags (e.g. backorder, substitution) → add to AR Notes on the item

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👤 Order Entry AssociateMonday.com

Status updated to In SAM — AR team auto-notified

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Once the SAM Order # is logged, the Order Entry Associate changes status to ⌨️ In SAM. This automatically notifies the AR team owner that entry is complete — closing the loop so the AR team knows the order is live in SAM without having to follow up.

✅ Order Approved→⌨️ In SAM

To: AR team owner (item Owner) · Via: Monday.com auto-notification

Monday

⌨️ Order entered in SAM

Artist: {{item.name}} · Product: {{item.product}}
SAM Order #: {{item.sam_order_number}}
Expected ship: {{item.expected_ship_date}}

No action needed — watching for shipment confirmation.

Also triggers

Update ActiveCampaign Request object: Status = Ordered · SAM Order # logged to record · Date Ordered = today

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SAM

SAM generates pick ticket; warehouse fulfills

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SAM's warehouse management workflow takes over — pick ticket generated, item pulled, packed, assigned to carrier. SAM records tracking number and ship date on the order.

⌨️ In SAMStatus during fulfillment. No Monday automation fires — the team is watching SAM for the shipment confirmation.

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👤 Order entry or ARMonday.com

Tracking number added to Monday board

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Once SAM shows the order shipped, tracking number and carrier are pasted into the Monday item's Tracking # and Carrier columns. These power the shipping email merge fields.

⌨️ In SAMStatus still In SAM. Must add tracking number before moving to 🚚 Shipped — that status change fires the artist's shipping email.

Stage 3 note

In Stage 3, this step is eliminated — SAM pushes tracking to Shopify and the portal via API automatically. In Stage 1, it's a manual paste from SAM into Monday.

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👤 AR teamMonday.com

Status updated to Shipped

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AR team or order entry moves status to 🚚 Shipped once tracking is confirmed. This fires the shipping notification to the artist.

⌨️ In SAM→🚚 Shipped

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⚡ AutomaticMonday.comStatus → Shipped

📧 Artist receives: Shipping confirmation with tracking

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Fires the moment status hits Shipped. Pulls tracking number and carrier directly from board columns.

To: Artist · From: artistrelations@roland.com · Via: Monday.com

Monday

Subject: Your {{product}} is on the way! 🚚

Hey {{first_name}}, your gear has shipped.

📦 Product: {{product}}
🚚 Carrier: {{carrier}}
📍 Tracking: {{tracking_number}}
📅 Ship date: {{ship_date}}
🏠 Shipping to: {{shipping_address}}

Track anytime: {{carrier.tracking_url}}

Rock on,
The Roland Artist Relations Team

Also sets

10-business-day flag → if Status still 🚚 Shipped after 10 days, notify AR team to check delivery with carrier

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👤 AR teamMonday.com

Status updated to Delivered

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AR team confirms delivery via carrier tracking or artist reply and changes status to 📦 Delivered.

🚚 Shipped→📦 Delivered

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⚡ AutomaticActiveCampaignStatus → Delivered · 2-day delay

📧 Artist receives: Delivery check-in

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Sent 2 days after Delivered status — gives the artist time to receive and open the package. Warm and personal, not a survey.

To: Artist · From: {{item.owner}}@roland.com · Via: AC (2-day delay)

AC

Subject: Did everything arrive okay? 📦

Hey {{first_name}},

Your {{product}} should be with you by now — just wanted to make sure everything arrived in good shape.

If anything looks off or you have questions getting set up, just reply and I'll take care of it.

{{owner.first_name}} · Roland Artist Relations

👤

👤 AR teamMonday.com

Status moved to Complete and item archived

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Once delivery confirmed and check-in sent, AR team moves to 🎉 Complete. Monday archives it from the active board automatically.

📦 Delivered→🎉 Complete

Automation

Status → Complete → move item to Archive group → update AC Request: Status = Fulfilled, Date Closed = today

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⚡ AutomaticActiveCampaignStatus → Complete

ActiveCampaign record closed + contact tagged

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AC Request object updated to Fulfilled. Artist contact record tagged with the product they received — useful for future targeting, reporting, and relationship history.

AC actions

Request → Status = Fulfilled · Date Closed = today · Outcome = Ordered

Contact → tag: owns_{{product.sku}} · update Last Order Date · increment Orders Count

❌

👤 AR teamMonday.com

Artist declines or goes silent after follow-up

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If the artist explicitly declines or goes silent after the follow-up, AR team moves to ❌ Declined. No further emails sent. AC record updated. No guilt, no spam.

💬 Responded→❌ Declined

AC actions

Request → Status = Declined · Outcome = Not Ordered · archive Monday item