Automation rules can streamline various customer interaction scenarios: create an estimate, send an email, schedule a call or a meeting with a client.
Automation rules are grouped by the tasks they perform. Let's consider the Document Processing group. These automation rules help automate document handling within the company. For example, when a deal is closed, the automation rule automatically creates the necessary document and sends it to the client for signature.
1. Go to the CRM section and select the desired item, such as leads or deals.
2. Open the Automation rules tab.
3. Click Create.
4. Choose the stage where you want to configure the automation rule.
5. Navigate to the Document Processing group of automation rules.
Add automation rules and triggers
Submit document for signing
The automation rule creates a document from a template in the e-Signature section and sends it for signature to the director and the client. Information about sending is displayed in the CRM item form. The manager can see when and which document was sent to the client.
What is e-Signature
Configure "Submit document for signing" automation rule
Let's create an automation rule in deals.
Full name of the signatory on behalf of the company. Specify the full name of the employee from your company who will sign the document. You can enter the name manually or insert a constant, a variable, or a field value from the CRM item form. Click Three dots (...) and select a value.
Variables and constants in automation rules
Document template. Select a template from the list or create a document template in the e-Signature section.
Create and send an electronic document for signing
Create document
When a CRM item reaches a specific stage, the automation rule creates a document from a template: invoice, estimate, contract, etc.
Configure "Create document" automation rule
Let's create an automation rule in deals.
Template. Select the template from which the automation rule will create the document.
Wait for PDF conversion to complete. If enabled, the next automation rule will start when the document is generated in PDF format. For example, when an estimate file is generated, another automation rule will send it to the client via email.
With signature and stamp. Enable this option to insert the company's signature and seal into the document.
Add company details
Create public link. The automation rule will generate a link for the client to view and download the document.
My company and company details. Select the company to create the document and specify its details.
Document fields. Add extra fields to the document and specify their values. For example, the document title and the company's legal address. Select a field from the list and click Add.
Modify details
The automation rule updates existing company or contact details associated with a CRM item.
Configure "Modify details" automation rule
Let's create an automation rule in deals.
Entity Type. Choose where to update the details: contact or company.
Templates. Specify the details template.
Contact or company details templates
Address type. Select the address type from the details.
Add Condition. Add one or more fields to update. The set of fields depends on the selected template. Click Add Condition and select a field from the list.
To specify a new field value, click Three dots (...) and select a constant, a variable, or a field value from the CRM item form. These data will be displayed in the details.
Get details values
A helper automation rule that extracts information from details fields and passes it to other automation rules.
Helper automation rules
Configure "Get details values" automation rules
Entity Type. Choose where to retrieve details information: contact or company.
Templates. Specify the details template.
Address Type. Select the address type.