Automation rules let you automate client interactions. You can send an SMS for order confirmation, email an estimate, or schedule a call or meeting with a client.
Automation rules in CRM
To configure automation rules, go to the CRM section, select the desired item, and open the Automation rules tab.
Interface for adding automation rules and triggers
Automation rules are grouped by the tasks they solve. In this article, we focus on the Repeat sales group:
Create repeat lead
When a deal reaches a certain stage, the automation rule creates a repeat lead. For example, after completing a deal, you can offer additional services or remind the client about the end of a service contract.
Repeat leads
Configure "Create repeat lead" automation rule
Create a rule at the Deal won stage, and it will create a repeat lead six months later to remind the client about renewing the service contract.
Lead name: Specify the new lead's name. You can insert values from various CRM fields, like the customer or company name.
Responsible person: Choose an employee to be responsible for the new lead.
When moving a deal to the Deal won stage, the automation rule starts, but the action is postponed for six months.
Copy deal
When a deal reaches a certain stage, this rule creates a copy of the deal in another stage or pipeline. All field values are transferred to the new deal. For example, when you complete a deal for selling equipment, the rule will copy it to the Installation pipeline.
Configure "Copy deal" automation rule
Create a rule at the Deal won stage of the Sales pipeline. When a deal reaches this stage, the rule will copy it to the first stage of the Installation pipeline. The deal form will include all necessary information about the client and the order.
Deal name: Specify the new deal's name. By default, the original deal name is copied with the addition of the word Copy. Specify another name if needed.
Move to pipeline: Choose a pipeline for the copied deal. You can opt for the current pipeline.
Initial stage: Select a stage in the chosen pipeline.
Responsible person: Choose an employee to be responsible for the new deal.
When a deal reaches the Deal won, the automation rule copies it to the New stage of the Installation pipeline. All field values are transferred to the new deal.
Plan activity
When a CRM item reaches a certain stage, this rule creates an activity like a meeting, call, or document preparation. This can help users remember to contact the client.
Universal activity in CRM
Configure "Plan activity" automation rule
Create a rule for deals at the Create papers stage, and it will plan an activity for the sales manager to contact the client and discuss contract terms. Set this rule to run after the previous rule that sends a contract file to the client.
Automation rules: Send email to customer
Things to do: Specify what the sales manager needs to do. You can insert values from various CRM fields, like the name, client address, or comment.
Date: Choose a date to plan your activity. For example, schedule it for tomorrow at 2:00 pm.
Time settings in automation rules
Responsible person: Choose an employee for the activity. By default, this is the deal's responsible person, but you can select another user.
Auto complete activity when entity moves to a different stage: If enabled, the activity will be automatically completed if a deal moves from the Create papers stage to the Final invoice stage. Disable this option if you want the sales manager to complete the activity manually.
When a deal reaches the Create papers stage, the automation rule adds an activity for the sales manager. The deal form timeline will show the activity description and deadline.
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