Automations overview
Let the CRM send messages, assign people, make tasks and more on its own when records are created, changed or move.
An automation is work the CRM does on its own. When something happens to a record, such as a new lead arriving or a deal moving to a stage, it runs a list of steps: send a WhatsApp message, assign a person, create a task, call a webhook, and so on.
Automations save the routine clicks and make sure no step is forgotten.
Find your automations
Open Automations in the left menu. Pick a module at the top: Leads, Deals, Contacts, Companies, Tasks, Estimates, Invoices, and any modules of your own. The page lists what runs on that module, in two groups:
- Workflows are set off by what happens to a record: it is created, changed, won, converted and so on.
- Stage rules are pinned to a stage on the board. They run when a record enters that stage.
Each line says when it runs, any conditions, and its steps in order. The number beside the play icon is how many times it has run. Use the switch to turn an automation off without deleting it, and the pencil to change it.
Stage rules on the board
On the Leads or Deals board, press Automation rules. You see one column per stage, with the rules that run when a record lands there. This is the easiest way to see what your sales process does at each step. Press Add rule in a column to add one to that stage.
A stage rule made on the board also appears on the Automations page, and the other way round. It is one list.
What an automation can do
The steps are grouped when you pick one:
- Tell people: a notification, a direct or group chat message.
- Reach the customer: an email, a WhatsApp message through TicAte WhatsApp, an SMS, or a call.
- Work: create a task, a calendar event or a project, log an activity, add a comment, ask somebody or ask for an approval.
- Change the record: assign a responsible person, move to another stage, change fields, add a tag, copy or delete the record.
- Records & data: create or look up another record, create a document, a payment link or a code, call a webhook.
- Flow: wait, pause until working hours, if / else, conditions, loops and more.
Which steps you see depends on the module. To build one, see Create an automation.
Other tabs
- Workspace values holds values every automation can read, such as a support phone number, kept in one place. Owners, admins and managers set them.
- Templates holds document templates, a Word file or a text with codes where the values go, which the Create a document step fills in.
Who can build automations
Owners and admins can always create, change and delete automations. Managers can too, unless their role is set otherwise. Other roles can see automations but not change them, unless an owner or admin gives their role the right under Settings → Access. A role can also be allowed to build automations in one pipeline only, from that pipeline's board.