A condition defines when an automation rule runs and which CRM items it applies to. For example, you can send emails only during business hours if the deal amount is over $5,000.
In each rule, you can configure:
Execution way
Choose how rules run within the same stage.
Wait. The rule runs after the rules above it. Use this for step-by-step processes.
Example: one rule creates an invoice, then the next sends it to the client.
In parallel: The rule runs independently from others in the same stage.
Example: one rule sends a message to the client, while another creates a chat to discuss the deal.
Run time
Set when the rule runs: immediately or at a specific time.
Current time. The rule runs as soon as the CRM item reaches the stage.
Example: send an SMS right after a deal is created.
After. The rule runs after a delay (minutes, hours, or days).
Example: email the client one hour after a meeting.
Before. The rule runs before a specific event.
Example: send a reminder one day before payment is due.
Exact time. The rule runs at a specific date and time.
Example: send an email at 12:00 PM on the event day.
In the Time field, select the option you need.
You can also limit rules to business hours. This helps ensure employees don’t miss important events.
. The rule runs only during company business hours. It accounts for weekends, holidays, and working schedules.
Business hours
. The rule does not run if the assigned employee has not started their workday, is on vacation, or is on a break.
Automation rules: "Respect the responsible person working hours" option
Launch conditions
Use conditions to run rules only for specific items. Conditions can be simple or combined.
Simple condition. A single condition.
Example: run the rule only for repeat deals.
Compound condition. Multiple conditions combined with AND/OR.
AND condition. The rule runs only if all conditions are true.
Example: send an SMS with a promo code if the customer made a purchase and the amount is over $5,000.
OR condition. The rule runs if at least one condition is true.
Example: send an SMS if the client lives in Boston or New York.
AND + OR condition. You can combine both. The system checks AND conditions first.
Example: (A and B) or (A and C)
- If (A and B) is true, the rule runs.
- If (A and B) is false, the system checks (A and C). If true, the rule runs.
- If both are false, the rule does not run.
In this setup, condition A must be true in all cases.
Example: send an SMS if the customer made a purchase and lives in Boston, or made a purchase and lives in New York.
Available condition types
You can apply conditions to different fields and values.
Not empty
Runs if the field has a value.
Add the Amount field to the condition. If the field is filled in the deal form, the rule schedules an activity. If the field is empty, the rule does not run.
Empty
Runs if the field has no value.
Add the Amount field to the condition. If the field is empty in the deal form, the rule assigns an activity to the responsible person.
Equal to
Runs if the field value matches the condition.
Add the City field and set the value to Boston. If the contact form shows Boston, the rule sends a message with special offers.
Not equal to
Runs if the field value does not match the condition.
Add the City field and set the value to New York. If the contact form shows any other city, the rule sends an email.
Is in
Runs if the field value matches a value from the condition, a variable, a constant, or another field.
Add the Comment field. Select the Key plans variable as the value. If the deal comment includes a plan from this variable, the rule reassigns the deal.
Variables and constants in automation rules
Example: the Key plans variable includes Professional, Professional Plus, and Enterprise. If the comment contains “Enterprise”, the deal is assigned to a senior specialist.
Is not part of
Runs if the field value is not included in the condition, variable, constant, or another field.
Add the Comment field. Select the Key plans variable as the value. If the comment does not include any of these plans, the rule reassigns the deal.
Example: if the comment contains “Demo”, the deal is assigned to a regular specialist.
Includes
Runs if the field contains specific text.
Add the Comment field and set the value to Discount. If the comment includes “Discount”, the rule emails the client.
Doesn't include
Runs if the field does not contain specific text.
Add the Name field and set the value to test. If the deal name does not include “test”, the rule runs. This helps exclude test deals.
More than
Runs if the value is greater than the condition.
Add the Amount field and set the value to 5000. If the deal amount is over $5,000, the rule changes the responsible person. If it is $5,000 or less, the rule does not run.
Less than
Runs if the value is less than the condition.
Add the Amount field and set the value to 5000. If the deal amount is under $5,000, the rule sends a delivery message.
Not less than
Runs if the value is greater than or equal to the condition.
Add the Amount field and set the value to 5000. If the amount is $5,000 or more, the rule changes the responsible person.
Not more than
Runs if the value is less than or equal to the condition.
Add the Amount field and set the value to 5000. If the amount is $5,000 or less, the rule sends a delivery message.
In range
Runs if the value falls within a set range.
Add the Created on field and set the range from 12:00 PM to 3:00 PM. If the deal was created at 12:30 PM, the rule sends a message.
Supported field types:
- Number
- Integer
- Date
- Date/time
In brief
- Conditions define when automation rules run and which items they apply to.
- Each rule includes execution way, run time, and launch conditions.
- Choose whether rules run in sequence or in parallel.
- Set rules to run immediately or at a specific time.
- Use conditions to target specific items.
- Conditions can be simple or combined with AND/OR logic.