Automation rules can streamline various customer interaction scenarios: create an estimate, send an email, schedule a call or meeting, and more.
Automation rules are grouped by the tasks they perform. We will take the "Product Management" group as example:
1. Go to the CRM section, select an item and click on the Automation rule icon.
2. Click Create.
3. Select a stage where you want to configure an automation rule.
4. Navigate to the Products group of automation rules.
Add automation rules and triggers
Add a product item
When a CRM item reaches a specific stage, the automation rule adds a selected product to it. For example, when creating a new deal, it adds a basic product or a service.
Add products to lead, deal, estimate and invoice forms
Configure the "Add product item" automation rule
Let's create an automation rule in deals at the "New" stage.
Product ID. Select a product from the list, and its ID will be inserted into the field.
Price. Specify the product price. You can do this manually or insert a constant, variable, or field value from the CRM item form. Click Three dots (...) and select a value.
Quantity. Indicate the quantity of the product to add to the deal.
Discount, %. Specify the discount percentage for the product or leave the field empty if no discount is needed. Add a discount manually or insert a variable value. Click Three dots (...) and select a value.
When the deal reached the "New" stage, the automation rule added the product to the form.
Copy or move product items
The automation rule copies or moves products to another CRM item. For example, when a deal moves to the final stage, the automation rule copies its products to a deal in another sales pipeline.
Configure the "Copy or move product items" automation rule
Create two automation rules: "Create CRM item" and "Copy or move product items". When the first automation rule creates a deal in another sales pipeline, the second will copy products into it.
Let's consider the settings for the "Create CRM item" automation rule.
CRM item type. Select an item the automation rule will create.
Pipeline. Choose the sales pipeline where the automation rule will create a new deal.
Let's consider settings for the "Copy or move product items" automation rule.
Target. Select a CRM item from the list to which you need to copy or move the product.
Target ID. Specify the ID of the CRM item to which the automation rule will copy or move the product. To copy products to a deal created by another automation rule, click Three dots (...) > Automation rules > Create CRM item > New CRM item ID.
Action. Choose what to do with the products: copy or move.
- Move — the product will be removed from the deal and added to the new CRM item.
- Copy — the product will be copied to the new CRM item and remain in the deal.
Let's check how the automation rule worked. When the deal reached the certain stage, the automation rule copies the product to the form of the new deal.
Get product item information
A helper automation rule that gets information from the product form and passes it to other automation rules. For example, it gets the product name and price, and another automation rule sends an email to the client with this data.
Configure the "Get product item information" automation rule
Create two automation rules: "Get product item information" and "Send email to customer". When the first automation rule requests data about the product name and price, the second will send it to the client.
Let's consider the settings for the "Get product item information" automation rule.
Product item ID. Click Three dots (...) next to the field, enter Product items in the search, and select it.
Now let's configure the automation rule that will send an email to the client with the product name and price. Place it at the same stage as the "Get product item information" automation rule.
Automation rules: Customer communication
When the deal moved to the certain stage, the first automation rule gets the product information, and the second one sends an email to the client.
Delete product items
When a CRM item reaches a specific stage, the automation rule deletes all products in the form. For example, if a client decides not to purchase the product. The automation rule has only basic settings: order and launch conditions. No additional settings are needed.
