Automation Use Cases
- Maxime Nie (Unlicensed)
- Max Nie
In this section of the automation documentation, the various possibilities of automation will be documented
This section of the documentation will go over a couple of use cases for each type of automation event
You can find more specifics on each types of automation events in the page tree below.
Status Change
Example 1: When Status Changes from Open to Closed, Remove Assignees
Reasoning: You might want to have this automation in order to remove assignees and make it easier to understand the deals that a user is working on (by grouping by assignee for example). This automation would make that step easy to achieve.
How:
Event: “When Status changes”
Trigger: from “Open” to “Closed”
Actions: Then unassign an assignee.
Example Result:
In the picture above, we set the automation so that a status changes on a deal from “Open” to “Closed” will remove both assignees “Maxime and Vu”.
Example 2: When Status Changes from Open to Closed, Then set Funnel to “Final Stage”
Reasoning: You might want to automate the process of having a deal go in the final stage of the funnel so that it more accurately depicts the stage it is in. This saves you time from manually doing this operation.
How:
Event: “When Status changes”
Trigger: from “Open” to “Closed”
Actions: Then set Funnel to “Deal won or lost”
Example Result:
In the picture above, we set the automation so that a status changes on a deal from “Open” to “Closed” will put the deal to the last possible stage (the Closure Stage). In our case, it is “Deal won or lost”.
Stage Change
Example 1: When Stage changes to Lost/Won, Set the Closed Deal Date to Today and set the Status to Closed.
Reasoning: This is a default suggestion of automation, which is meant to quickly document when a deal was closed, which can help later on in reports to understand the state of your funnels.
How:
Event: “When Stage changes”
Trigger: to “Lost”/”Won”
Actions: Then set Column value in “Closed Deal Date” to “current date” & “Set Status to “Closed”
Example Result:
As described above, the deal will automatically switch its status to Open and document the date at which that status changed to closed in the “Closed Deal Date” section. If you create two automation rules (Lost & Won) then this should cover all scenarios.
Example 2: When Stage changes to Won, Set the Estimated Probability to 100 and Assign Deal to someone else.
Reasoning: When the stage is set to Won, then it already implies that the deal is done and that the contract is on its way. As a result, the chances of getting revenue out of this is already secured, hence the 100% probability of winning the deal.
How:
Event: “When Stage changes”
Trigger: to ”Won”
Actions: Then set Column value in “Estimated probability” to “100”, Then Assign from “User 1” to “User 2”
Example Result:
As described above, the deal will automatically put the win probability to 100% when a deal is considered “Won”. In addition, it will shift the assignee to go from pre-sales consultant to Post-Sale employee (dev, consultant, engineer, etc.)
Person Assigned
Example 1: When Person X is assigned to a deal, Move the deal to “Proposal” and set the Estimated Probability to 100.
Reasoning: You could have it that when a person is assigned to a deal, then it is implied -based on that user’s role - that the deal is moving to a post-sales process, in this case the proposal. As a result, the chances of getting revenue out of this is already secured, hence the 100% probability of winning the deal.
How:
Event: “When person is assigned”
Trigger: to ”User”
Actions: Then set Funnel to “Proposal” & Set column to a value in “Estimated probability” to “100”
Example Result:
As described above, when a deal goes to a certain user (in this case, the user works on “done deals” only), the deal will automatically put the win probability to 100% . In addition, it will shift the deal to the “proposal” part of the funnel.
Sale Created
Example 1: When a sale is created then set the Estimated Probability to 25%
Reasoning: When a deal is created, you could have it as part of your funnels that each steps of the sales process corresponds to a specific win probability. For example, a new deal would have a 25% chance of going through, a deal going to “demo” would increase these odds to 50% and so on.
How:
Event: “When a sale is created”
Trigger: No triggers
Actions: Then set Column value in “Estimated probability” to “25”
As described above, the new deal would automatically have its estimated probability set to 25%. This might be fairly useful when bundled with dashboards and reports.
Example 2: When a sale is created then set the assignee to user X and notify them via Slack
Reasoning: When a deal is created, you might want to notify the sales person as soon as possible. This would allow them be notified, to visualize the deal, and to start moving forward with the follow-ups.
How:
Event: “When a sale is created”
Trigger: No triggers
Actions: Then set Column value in “Assigned to” to “user” and “Send to Slack Channel” “your slack channel of choice”
In the example above, then a new sale is created then we are assigning the deal to “Maxime Nie” and sending a Slack Channel to #dev724.
For more information on the Slack integration, you can read more here
Example 3: When a sale is created then set the Creation Date of the deal to “Today” and set the status of the deal to “Open”
Reasoning: When a deal is created, you’ll want to mention that the creation date is actual for reporting purposes and you might want to set the status open by default so that it becomes evident that the deal is ready to be worked on.
How:
Event: “When a sale is created”
Trigger: No triggers
Actions: Then set Column value in “Creation Deal Date” to “Today” AND Then set Status to “Open”.
This automation is suggested during the setup stage and so is created by default if nothing is changed during the setup stage.
Column Change
Example 1: When the Estimated probability is set to 0% then move the deal to “Deal won or lost”, Close the deal and set is as “lost”.
Reasoning: This automation rule could be used as a way to speed things up when a deal is considered lost.
How:
Event: “When columns changes”
Trigger: in “Estimated probability” to 0%
Actions: Then set Funnel to “Deal won or lost”, AND then set Status to “Closed” AND then set Column value in “Stage” to “Lost”
In the example above, we can see that this multiple-step automation rule will be able to accomplish 3 actions simply from the trigger being the estimated probability. This can be quite time saving and help remove errors.
Sale moved to Funnel
Example 1: When the sale is moved to “Meeting and Demo” then set the assignee to be “user X” and put the Estimated probability of winning the deal to 50%
Reasoning: This automation rule could be used to automatically set the win probability to a certain percentage when a deal is moves to a certain phase. In addition, it could automatically transfer the assignee to the person that will demo the product/service to the client.
How:
Event: “When a sale is moved to funnel”
Trigger: to “Meeting & Demo” → can be any part of your pipeline that you have customized
Actions: Set column to a value in “Assigned To” to “User X” AND set column to a value in “Estimated probability to “50”
In the example above, we would be able to set multiple actions as a result of a deal moving to another part of the sales pipeline. This could be added onto in order to further save time.
Automation Integrations
You can read more about the automation use cases and setup here.
In short:
Use Slack to notify users
Connect to JSM to automatically import new JSM customers/contacts
Connect to JSM to automatically create new deals when a new JSM ticket is opened.
You can find more specifics on each types of automation events in the page tree below.