Automation Setup and Terminology
One of the main strengths of Sales CRM, is the apps' ability to automate repetitive and menial tasks without needing to learn how to code. This feature allows you to create your own automation from a set of pre-defined events and actions. Build out your combinations to fit your teams' needs and make them fit perfectly to your current deal workflow.
At this time, there are no limits to the amount of automation rules that can be set in a pipeline or triggered during a month.
You can access the automation section by going to the left side of the app and clicking on the “Cycling arrows”
Terminology
Every automation rule has a trigger, a condition, and an actions (you can add multiple).
Trigger: an event you choose which sets the automation into motion.
Condition: a requirement that the trigger must meet in order for the automation to work.
Action: an event that occurs as a result of the trigger and condition being met.
For example, let’s explore the following rule: “When a Stage changes to something, then set the Status to something else”, to further understand the elements of the automation rule.
In this case, the trigger is “When a stage changes”. The Condition is “to something”(in our case, we chose the “Won” label) and the action is to “Set status to Closed”.
With this automation in place, every time an deal’s stage changes then its status will automatically change as well.
Adding an automation
You can add an automation by going to the upper right part of the automation section and click on “+ New Automation”
When adding an automation, you’ll have various options on the types of rules that can be added (e.g: Slack message or JSM Contact Conversion).
Step 1 : Choose a trigger
The first step in building your automation is to click on "When this happens" to pick a trigger. You can then choose a trigger from the options presented in the dropdown. A trigger can be a change from your board (i.e. Status, People, Stage, etc.) or an action/event (i.e. Issue created, Customer Created, etc.):
For example: We choose the trigger to be “When Stage changes to”
Step 2 : Choose a condition
Depending on the trigger you've picked in step one, you will then need to select a condition. In our previous example, we trigger an action when the Stage is changed to something. We can set that condition to be “Won”
To do this, we've clicked into the underlined condition field and selected the Stage with the name "Won".
When the condition is set correctly, you will see a validating check mark on the right side of the automation, showing that the rule is ready for the next step.
Do note that each possible triggers has a different set of conditions. More can be explored in the use case section of the documentation
Step 3: Set an action
Now that the first part of the automation (trigger + condition) is ready, it is time to choose its action. To choose an action, click on the grey underlined "Then do this" field in the “Actions” section of the rule. From here, you can select an action from the options presented in the dropdown.
Some actions require an integration to be set up. You can read more about it here
For our automation example, we chose the "set Status"
To finalize the selected action, you can click on the blue “result” that will appear on the right. In our automation example, we choose to change the “Status” to “Closed”
Finally, you need to press “Create Automation” for the rule to be appear in the automation menu.
In our example, this means that every time a deal’s “Stage” is changed to “Won”, then its “Status” will be “Closed” automatically.
Multi-step automations
If is possible to create longer and more complex automation rules by adding multiple different actions onto a single automation rule. To do this, simply click on the “plus” sign to the right of the action you have lready set, choose the additional action, and then fill out the blue “result” that will appear.
You can continue adding more actions to a single automation rule.
Managing your automations:
You can disable and enable automations in the automation section by clicking on the “Blue Slider” to the right of the automation rule. This will deactivate the automation. You can re-activate it by clicking on the slider again so that it becomes “Blue” again.
You can also delete an automation rule by clicking on three dots and then “delete”. This option can be found to the right of the automation rule.
In the upper left section of the automation page, you will have an indicator displaying the total amount of Active automations.