Sift Sequences

Sift Sequences

This skill both guides and helps execute sequence creation in DataSift. It is not just consultative -- it provides step-by-step UI walkthrough instructions, pre-built TCA templates verified against source code, and hands-on support for building sequences directly inside the DataSift interface.

Sequences are automations in Sift that trigger actions when specific events occur. They ensure no lead slips through the cracks by automatically creating tasks, changing statuses, moving cards, and sending notifications.

Execution Mode Detection

Before starting, detect the execution environment:

Check 1: Does scripts/manage_sequences.py exist in this skill's directory? Check 2: Is Playwright available? Run: python -c "from playwright.sync_api import sync_playwright; print('OK')" Check 3: Are credentials set? Check for DATASIFT_EMAIL and DATASIFT_PASSWORD in .env or environment.

Automated Mode (Claude Code CLI — all 3 checks pass)

Run sequence management directly:

# List all existing sequences
python scripts/manage_sequences.py --list

# Create the Sold Property Cleanup sequence
python scripts/manage_sequences.py --create-sold-sequence

The script handles login, navigation to /sequences, React DnD drag-and-drop (which requires slow mouse-based dragging, not Playwright's native drag), and sequence configuration. After running, proceed to the template design section below for additional sequences.

Manual Mode (Co-Work or no Playwright — any check fails)

Follow the step-by-step UI walkthrough instructions below. Claude will guide you through each drag-and-drop operation in the DataSift sequence builder.

Quick Reference

When to Use This Skill

Use this skill when the user wants to:

1. Create a new sequence from scratch (includes UI walkthrough)
2. Deploy one or more of the 26 TCA sequence templates
3. Ideate sequence workflows for their business
4. Troubleshoot why a sequence is not working
5. Understand how sequences interact with SiftLine, tasks, and statuses
6. Learn how Events, Tasks, Sequences, and Drip Campaigns work together
7. Build follow-up chain sequences (HOT A01-A16)
8. Configure SMS/Email integrations for sequence actions

The Sift Automation Ecosystem

Understanding how the four core components work together is essential before building sequences.

How Events, Tasks, Sequences, and Drip Campaigns Connect

The Integration Flow

Status Change -> Sequence Triggers -> Creates Task (from Preset) -> Task appears in Events
                                   -> Adds to Drip Campaign -> Drip sends SMS/Email over days
                                   -> Moves Card on SiftLine

Task Completed -> Can trigger another Sequence -> Creates next Task in chain

Events Section Overview

The Events section of Sift is where you manage all appointments and tasks. Key features:

Appointments vs. Tasks: Appointments include a location and outcome tracking. Tasks are action items with deadlines and recurrence options.

For complete Events documentation, see: references/events-overview.md

Creating a Sequence: Step-by-Step UI Walkthrough

This section walks through the exact DataSift interface steps for creating a sequence. Follow these steps in order.

Step 1: Navigate to Sequences

Navigate to /sequences in DataSift (left sidebar, click "Sequences").

Step 2: Create New Sequence

Click the "Create" button. You will see:

• Title field: Enter a descriptive name (e.g., "LM - New Lead Assignment")
• Folder dropdown: Select or create a folder to organize the sequence (e.g., "Lead Management", "Acquisitions")

Step 3: Add a Trigger (Required)

Drag a trigger card from the left sidebar onto the sequence canvas.

DataSift UI note: Sidebar cards can scroll out of view. If you do not see the trigger you need, scroll down within the sidebar panel.

Available triggers:

Best first trigger recommendation: If you are new to sequences, start with Property Status Change -> New Lead. This is the highest-value trigger because it fires every time a record enters your pipeline, ensuring no new lead goes unworked.

Step 4: Add a Condition (Optional)

Conditions filter WHICH records the sequence acts on after the trigger fires. Drag a condition card from the sidebar if needed.

Condition logic rules:

• Only one condition block per sequence (you cannot add multiple separate condition blocks)
• Within a condition block, all criteria use AND logic -- every condition must match for the sequence to proceed
• If no condition is set, the sequence fires for ALL records matching the trigger

Common conditions:

Step 5: Navigate to Actions

Click the "Set the Following Actions" button to navigate to the actions tab. Alternatively, if creating a new sequence, you can navigate directly via the URL pattern /sequences/new/actions.

Step 6: Add Action(s) (Required)

Drag action cards from the sidebar onto the actions area.

Important UI patterns:

• The first action uses the initial drop zone on the canvas
• For the 2nd action and beyond, you must click the "Add new Action +" button before dragging
• React DnD behavior: Action cards have draggable="false" set in the DOM. Standard browser drag will not work. DataSift uses a slow mouse drag pattern internally -- click and hold the card, then drag slowly to the drop zone

Available actions:

Step 7: Save the Sequence

Click "Save Sequence" at the bottom of the page.

Duplicate name handling: If a sequence with the same name already exists, DataSift will show an error toast message ("different sequence title"). When this happens, retry with a " V2" suffix appended to the title (e.g., "New Lead Assignment V2").

Editing Existing Sequences

To edit existing default sequences: Open sequence folder -> Click sequence name -> Select "Make Changes" -> Edit -> Save Sequence.

Default Account Setup (Accounts Created After 4/16/2025)

Important: Default accounts include pre-built sequences, task presets, and boards. Understanding what comes included versus what you need to build yourself prevents confusion.

What's INCLUDED in Default Accounts

Default Task Presets (Customizable)

These presets come pre-configured but can be adjusted to match your workflow.

Creating custom task presets: Go to Settings -> Task Presets (or Events page -> Configure Presets). Create a new group to organize presets, then click "Add New Preset" to configure task name, assignment, deadline, and recurrence. Custom presets appear alongside defaults in the sequence action dropdown.

What's NOT INCLUDED (Must Build Yourself)

Clarification: The following are recommended patterns from this skill documentation, NOT pre-built defaults:

Core Philosophy

Sequences should be rewards for consistency, not crutches for forgetfulness. The recommended approach:

1. Get consistent with a manual process first
2. Prove the process works
3. Then automate with sequences to save time

Sequence Anatomy

Triggers (Required)

The event that starts the automation:

Conditions (Optional)

Conditions filter WHICH records the sequence acts on. They are evaluated after the trigger fires and before any actions execute.

Key rules:

• AND logic: When multiple conditions are set, ALL must match
• One condition block per sequence: You cannot have separate OR condition groups
• If no condition is set, the sequence acts on every record that matches the trigger

Actions (Required)

What happens when trigger fires and conditions are met:

Follow-Up Chain Sequences (HOT A01-A16)

Follow-up chain sequences are 16 sequential automations that fire in order, creating an automated follow-up cadence for hot leads. Each sequence creates a task and, upon that task's completion, triggers the next sequence in the chain.

How it works: Completing task A01 triggers the sequence that creates task A02. Completing A02 triggers the sequence that creates A03. This continues through all 16 steps, giving you a 26-day automated follow-up cadence with no manual scheduling.

Why 16 separate sequences: DataSift sequences cannot chain -- one sequence cannot trigger another sequence directly. Instead, each step uses a "Task Completed" trigger to detect when the previous step finishes, then creates the next task. This requires one sequence per transition.

Task "HOT Follow-Up A01" completed
    |
Sequence "Hot A01 Complete" triggers
    |
Creates Task "HOT Follow-Up A02" (Due: 1 day)
    |
Task "HOT Follow-Up A02" completed
    |
Sequence "Hot A02 Complete" triggers
    |
Creates Task "HOT Follow-Up A03" (Due: 1 day)
    |
(Pattern continues through A16...)

Building a Follow-Up Chain

Step 1: Create Task Presets for each step (HOT Follow-Up A01, A02, A03, etc.) in Settings -> Task Presets.

Step 2: Create a sequence for each transition:

Sequence: Hot Follow-Up A01 Complete

Sequence: Hot Follow-Up A02 Complete

Repeat this pattern for each follow-up task in your cadence.

Recommended Hot Lead Cadence (26 days, 16 sequences required)

Total sequences required for Hot Lead chain: 15 sequences (A16 is the final task, no sequence needed after it)

Naming convention: "HOT A01" through "HOT A16" for task presets; "Hot A01 Complete" through "Hot A15 Complete" for sequences.

For complete cadence configurations (Warm, Cold, Dead), see: references/lead-management-sequences.md

26 TCA Sequence Templates (Verified Against Source Code)

These 26 templates use the TCA (Trigger-Condition-Action) model. Accounts created after 4/16/2025 come with these pre-configured. For older accounts, create them manually using the step-by-step UI walkthrough above.

When NOT to Use Sequences

Do not automate before you understand the manual process. Sequences amplify mistakes at scale.

• Don't automate lead routing until you've manually routed 20+ leads — you need to understand your own criteria before encoding them
• Don't build follow-up chains until you've manually followed up for 2+ weeks — cadence and messaging need real-world testing first
• Don't auto-assign records until roles are clearly defined — a sequence that assigns to the wrong person creates more work than it saves

Lead Management Folder (6 Sequences)

Acquisitions Folder (6 Sequences)

Transactions Folder (6 Sequences)

Deep Prospecting Folder (4 Sequences)

Default Folder (4 Sequences)

Deploying Templates

New accounts (created after 4/16/2025): These sequences are already set up — verify they exist under Sequences in your account.

Older accounts: Build each sequence manually using the UI walkthrough in this skill. Use the tables above as your configuration guide — they list the exact trigger, condition, and actions for each sequence.

Recommended build order: Start with Lead Management (sequences 01-06), then Acquisitions (07-12), then Default (23-26). Add Transactions and Deep Prospecting only after your pipeline is processing deals.

SMS/Email Integration Setup

Phone Provider Requirements

SMS sequences require an integrated phone provider. Without one, SMS actions in sequences will silently fail.

Recommended integration: smrtPhone is the recommended SMS integration for DataSift. It provides the best compatibility with sequences and drip campaigns.

Supported providers for sequences and drip campaigns:

• smrtPhone (recommended)
• Twilio
• Plivo

Not supported for drip campaigns (sequence direct SMS only):

• Kixie
• Smarter Contact
• Launch Control

Setup Steps

1. Navigate to Settings -> Integrations in DataSift
2. Find your phone provider (smrtPhone, Twilio, or Plivo)
3. Click Connect and follow the provider-specific authentication flow
4. Once connected, SMS actions will appear as available sequence actions
5. Test by creating a simple sequence with an SMS action on a test record

Email Requirements

• Requires Gmail integration connected in Settings -> Integrations
• Use for confirmed email addresses only
• For delayed follow-ups, use Drip Campaigns instead of direct Email actions

Important SMS Notes

• SMS and Email actions are for leads only, not cold outreach
• Use @ variables for personalization (e.g., @contact_first_name, @property_address)
• Comply with A2P 10DLC regulations for SMS
• Messages only send between 8 AM and 9 PM in your account timezone

Recommended Starting Points

When helping users get started, provide discovery about what they already have and what they need to build.

Starting Point 1: Use Default Sequences As-Is

Best for: New users who want to test the system before customizing.

What you already have:

• Default sequences for Lead Management, Acquisitions, Transactions
• Task presets that auto-assign based on status changes
• Tasks loop automatically (daily -> weekly -> ghosting)

Action: Review your existing sequences under Sequences page. Toggle them on/off as needed.

Starting Point 2: Customize Default Sequences

Best for: Users who want to adjust timing or assignees.

What to customize:

• Task due dates and frequencies
• Assignees (change from Sensei to specific users/roles)
• Round-robin distribution for teams

Action: Open each default sequence -> Make Changes -> Adjust settings -> Save.

Starting Point 3: Deploy TCA Templates

Best for: Users who want comprehensive pipeline automation quickly.

What you get: 26 pre-built sequence configurations covering Lead Management, Acquisitions, Transactions, Deep Prospecting, and Default workflows.

Action: Build these sequences using the template tables and UI walkthrough in this skill. New accounts (after 4/16/2025) already have them pre-configured.

Starting Point 4: Build Follow-Up Chain Sequences (Custom Build Required)

Best for: Users who want automated task chains where completing one task creates the next.

What you need to build: Individual sequences for each step in your cadence. For example, a Hot Lead follow-up chain requires 16 separate sequences (A01 through A16).

See: references/lead-management-sequences.md for complete configurations.

Starting Point 5: Build Board-to-Board Workflows (Custom Build Required)

Best for: Users who want cards to automatically move/duplicate between boards.

What you need to build: Sequences triggered by card movement to transition phases.

See: references/board-workflows.md for complete configurations.

Common Sequence Patterns

For ready-to-use sequence configurations (that you build yourself), see:

• Lead Management sequences: references/lead-management-sequences.md
• Acquisitions sequences: references/acquisitions-sequences.md
• Board-to-board workflows: references/board-workflows.md
• Drip campaign integration: references/drip-campaigns.md
• Sequence ideation framework: references/sequence-ideation.md
• Events overview: references/events-overview.md

Ideating Sequences

When helping users design sequences, ask these questions:

1. What event should trigger the automation?

   • Status change? Card movement? Task completion?

2. Are there any conditions that must be met?

   • Only for certain statuses? Specific team members?
   • Remember: one condition block per sequence, AND logic only

3. What should happen automatically?

   • Create task? Move card? Send notification?

4. Who should be assigned?

   • Specific user? Round-robin? Property assignee?

Troubleshooting

Sequence Won't Save

• Verify at least one trigger AND one action exist
• Ensure sequence has a name
• Check for duplicate name (will show error toast -- add " V2" suffix)

Sequence Triggered But Didn't Run

• Large batch triggers may take a few minutes
• Check if other actions are running simultaneously

Card Not Moving/Adding to Board

• Card may already exist on target board (action skips)
• Verify card is on the expected source board/phase

Sequence Didn't Run on Upload

• Tag/List triggers only work for manual additions, not uploads
• Use Property Status Change trigger for upload-based automations

Sequence Loop Error

• Sequences cannot trigger other sequences
• Combine related automations into a single sequence

SMS Not Sending

• Verify phone provider (smrtPhone, Twilio, or Plivo) is connected in Settings -> Integrations
• Check that the record has a valid phone number
• Confirm account timezone is set (messages only send 8 AM - 9 PM)
• Ensure A2P 10DLC compliance

Drip Campaigns vs. Sequence Actions

For complete drip campaign setup, see: references/drip-campaigns.md

Sequence Limits by Plan

Planning note: A full Hot Lead follow-up chain alone requires 15 sequences. If you are on Essentials or Professional, prioritize the highest-impact sequences first (New Lead Assignment, Hot Lead Alert, and one or two chain sequences).

User Permissions

These roles can create/edit sequences:

• Sensei (account owner)
• Super Admin
• Admin
• Marketer

Viewing Sequence Activity

To see what sequences have run on a record:

1. Open the property record
2. Click "Activity Log"
3. Sequence names appear next to automated updates