Automation rules

Automation rules are tools for automating the work process. They can perform a variety of actions: send SMS to customers or emails to employees, create documents or tasks.

To open the automation rules page, click the Automation rules button in the kanban or list of CRM items.

Automation rules are available in leads, deals, quotes, invoices and smart processes, but not on all plans. Read more information on the pricing page.

How automation rules work

All entities in which automation rules can be used have stages. The automation rule is triggered at the moment the CRM entity moves to the stage with it.

In this example, the automation rule will be triggered when the deal moves to the second stage.

Each automation rule performs only one action: changing the responsible person, creating a document, and so on. However, you can add several automation rules to a single stage, and they can act simultaneously or in a specific sequence.

In deals, automation rules are configured separately for each pipeline.

In the entity form, you can check whether the automation rule worked or not. Open the tab Automation.

In the slider, the automation rule status is displayed with a background color and an icon. There are the following options:

  • Green background and check mark - the automation rule started up and performed the action.
  • Green background and red icon - the automation rule started up, but did not perform the action. The the reason why the robot did not work will be displayed.
  • White background and circle icon - the automation rule has not yet started. For example, it has to be triggered after the previous one or the automation rule has a pause.
  • White background without icons - the automation rule did not start. For example, the condition was not met.
Read more in the article Conditions in automation rules.

Actions with automation rules

Automation rules can be created, copied, moved, changed and deleted. These actions require permission to modify the rules.

Read more in the article Access Permissions in CRM.

To create a rule, click on th

To edit, copy or delete rules, click the corresponding icons.
The automation rules have two copying options:

  • Copying one automation rule. It creates a copy of the automation rule that you can drag to any stage. For this case, click Copy on the automation rule form.
  • Copying and moving several automation rules. You can copy rules and move them between stages, deals pipelines and CRM entities.
  • Read more in the article Copy and move automation rules between stages, pipelines and CRM entities.

Conditions in automation rules

Most rules have parameters that allow you to customize the time and conditions of the start, as well as the order in which the rules are triggered.

Read more in the article Conditions in automation rules.

Automation rules types

Automation rules can be divided into several categories:

  • Triggers - they are rules that move the item to the stage where they are.
  • Read more in the article CRM Triggers.
  • For employee - the automation rules perform any action within the CRM or with employees: change documents, send notifications to employees, set tasks.
  • Client communications - the automation rules communicate with the customer: send an SMS, a message to an open channel or make a call.
  • Advertising - the automation rule adds customer data to the audience. It is necessary to create an advertising campaign and an audience in the selected service.
  • Custom automation rules - they are webhooks and apps from the Market that add third-party automation rules.
  • Read more in the article Examples of webhooks for developers.
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