Understanding every Automation
You can set triggered Automations to occur throughout many areas of the Platform. Some Automations are only available for specific functionalities.
Each Automation you configure will have different requirements. The Automations Pane for each section of the platform will tell you exactly what the trigger is for that set of Automations.
CLICK HERE to learn about No-Code Automations
Send email to Target
This Automation will send an email to the "Target" of the Automation.
Input a "From Name" and "Subject", and construct the "Body" of your email in a standard WYSIWYG editor.
Email External(s)
This Automation will send an email to a Contact or Circle in the platform. You can select multiple Contacts and Circles from the respective dropdown menus.
Input a "From Name" and "Subject", and construct the "Body" of your email in a standard WYSIWYG editor.
IMPORTANT: Using this Automation, you cannot select the assigned user of what the Automation is being applied to. You will need to use the Send email to Assigned Contact(s) Automation in this case.
Email Internal(s)
This Automation will send an email to a Staff Member or Team in the platform. You can select multiple Staff and Teams from the respective dropdown menus.
Input a "From Name" and "Subject", and construct the "Body" of your email in a standard WYSIWYG editor.
Send Email Notification
This Automation will send an email to a user of your choice. It is exclusive to Forms and can be used to send an email to a Contact, Staff Member, or an email outside of the platform.
Input a "From Name" and "Subject", and construct the "Body" of your email in a standard WYSIWYG editor.
For Kickoff Forms, an extra option to send an email to the user filling out the form will be available under the To field. This can be used for any selected Role.
Convert to Client
This Automation will convert a Prospect to a Client. If the Contact is already a Client, it will not trigger.
You can choose to send the Prospect a Notification to inform them that a change was made in their account.
CLICK HERE to learn about Contact Roles
Add to Audience(s) / Remove from Audience(s)
These Automations will either add or remove the user from an Email Marketing Audience, respectively. You can select multiple Audiences from the dropdown menu.
CLICK HERE to learn about Email Marketing Audiences
Add to Circle(s) / Remove from Circle(s)
These Automations will either add or remove the user from a Circle, respectively. You can select multiple Circles from the dropdown menu.
There is a toggle that allows you to remove the user from all Circles. When toggled on the dropdown menu will disappear.
CLICK HERE to learn about Circles
Assign On-Demand FLOW
This Automation will assign an On-Demand FLOW to the user.
IMPORTANT: Only one FLOW can be assigned at a time. If the user is already assigned one, this Automation will not trigger.
CLICK HERE to learn about FLOWs
Apply Event Generator(s)
This Automation will trigger an Event Generator, which will generate an Event for the user. You can select multiple Event Generators from the dropdown menu.
CLICK HERE to learn about Event Generators
Apply On-Demand Invoice Generator
This Automation will trigger an Invoice Generator, which will generate an Invoice for the user. Only one Invoice Generator can be assigned at one time.
If you select an On-Demand Generator with Dynamic Items they will be listed below. To open up additional options regarding these items simply click on the item.
Hide Item if Value is 0: if enabled when the Invoice is generated the Dynamic Item will be hidden if the value is 0.
Use Calculations: if enabled you will be able to calculate a value using a Custom Field.
*Dynamic Items are only available on the Pinnacle Plan level
CLICK HERE to learn about Invoice Generators
Apply Project Generator
This Automation will trigger a Project Generator, which will generate a Project for the user. Only one Project Generator can be assigned at one time.
CLICK HERE to learn about Project Generators
Apply Task Template
This Automation will trigger a Task Template.
Task Template: Select your Task Template from the dropdown.
Based on Date: This is the date to which the relative due date will be applied. If the relative due date is in two days you can set the Based on Date two days in the past to make this Task due on the current date. If the relative due date is in two days you can set the Based on Date for the current date and the Task will be due in two days.
Apply to: You have two options. You can apply it to the Contact's most recent Project or find the Project based on the title.
IMPORTANT: When finding a Project based on the title search by the first few letters of the first word of the Project. If there are multiple Projects that start with the same name or the same few letters it will select the most recent one. If you have a Project that has multiple words in the name, for example: Web Development Build you will only be able to find this Project by searching for WEB. Searching Development or Build will not bring this Project up as that is not the first word in the title.
Project Status: The status that you set here will be the updated status of the Project after the Task Template has been applied. If you have custom Project statuses they will be listed in this dropdown.
CLICK HERE to learn about Task Templates
Apply Folder Generator
This Automation will trigger a Folder Generator, which will generate a predefined folder structure for the user. Only one Folder Generator can be assigned at one time.
CLICK HERE to learn about Folder Generators
Set Coordinator
This Automation will set the Coordinator for the user. If the user already has a Coordinator, it will be replaced with the one set here.
CLICK HERE to learn about Coordinators
Set Salesperson
This Automation will set the Salesperson for the Contact/Company. If the target already has a Salesperson, it will be replaced with the one set here.
IMPORTANT Be aware that changing a Target’s Salesperson can have an automated downstream effect, depending on your specific choice of Exclusive Mode vs. Shared Mode as it relates to Salesperson Visibility.
CLICK HERE to learn about the Salesperson Role
Add/Remove Tags
This Automation will Add and/or Remove Tag(s) from a Target. You can also use this Automation to delete all existing Tags that are assigned to that Target.
Generate Document
This Automation will trigger a Document Template, which will generate a Document for the user.
A "Title" is required for the Document. You will then need to choose what data for any Placeholders used in the Document Template will be pulled from:
Invoice: Since this Automation is only available for use with an Invoice, Invoice Generator, or Estimate, the Invoice (or generated Invoice) is what the data will be pulled from.
Contact: The assigned user of what the Automation is applied to.
Choose a Document Template from the dropdown menu.
IMPORTANT: Be sure to choose a Document Template with the correct Placeholders when choosing what to generate the Document from.
CLICK HERE to learn about Document Templates
Convert to Invoice
This Automation is exclusive to Proposals and will convert the Proposal into an Invoice. It will automatically be assigned to the user.
Invoice Title: The name of the Invoice that will be created.
Relative Due Date: Set the number of days after the Invoice is created that payment will be due.
Available Gateway(s): A Gateway is required for your Client to pay online.
Send the Client an email notification: Send the Client an email notification once the Invoice is created.
Redirect the Client: Automatically redirect the Client to the Invoice once the Proposal is signed.
Use a third-party link to payment: You can set a custom third-party link for payment. Note: Payment will not be tracked and will need to be recorded manually.
CLICK HERE to learn about Proposals
CLICK HERE to learn about Invoices
Set Custom Field Value
This Automation will change the value in the Custom Field for the Assigned Contact(s).
Choose a Custom Field from the dropdown menu, and input the new value in the populated field. You can choose multiple Custom Fields.
You can also set a Custom Field for the Contact's Salesperson and / or Coordinator.
TIP: TIP: If you are using a "Number" type Custom Field, you are able to apply simple addition, subtraction, multiplication & division math in the following format: [[current_value]] + xx ~OR~ [[current_value]] - xx (Ex. to add 100 to the current value stored in the Custom Field, enter: [[current_value]] + 100).
ESTIMATES & INVOICES: In specific Automation locations related to Estimates and/or Invoices, you can also include placeholders in the Custom Field Math that reference the total of an Approved Estimate or an Invoice Payment. For the total of an Invoice Payment, use [[inv_payment]] or [[est_total]]
For example, if your Salespeople receive 25% commission on Invoice Payments received from their assigned Clients, you would add the following to 'Configure Automations' on the Invoice or Invoice Generator.
If the Client has a Salesperson assigned to them, the Salesperson's 'Commission' Custom Field will be updated when the invoice is paid.
CLICK HERE to learn about Custom Fields
IMPORTANT: If you update the same Custom Field for Salesperson and Coordinator you can add different values for the Custom Field, however if the Salesperson and Coordinator are the same person, the Automation will automatically override the first value with the last value i.e. in the above example the Weekly Meeting Custom Field will show as Monday 9am.IMPORTANT: Automation cannot be used with the File Upload Custom Field.
CUSTOM FIELD MATH OPERATIONS
Within the Set Custom Field Value Automation option you can perform simple math operations in a Number type Custom Field.
You can use the Current Value as the base operator using [[current_value]]. You can then add or subtract a number from this Current Value.
An example would be if you wanted to add 100 to the Current Value in the Custom Field "Number of Apples" you would add into the Automation Widget: [[current_value]] + 100
This means you have the power to imagine and create any type of "Rewards", "Gamification" or "Points" system and easily add or subtract value from a Target's total when a specific Trigger is activated.
CUSTOM FIELD DATE OPERATIONS
Automation for Custom Fields that are 'Date Types' enables you to add a Specific Date, add the Current Date or Enable Date Calculations.
Specific Date: Use the Date Field to add your desired date.
Current Date: Toggle the Current Date button to show the date the automation was triggered
Enable Date Calculations: Toggle the Date Calculations button to perform simple math operations in a Date type Custom Field.
You can use the Current Value as the base operator using [[current_value]]. You can then add days, months, or years to this Current Value.
An example would be if you wanted to keep track of a membership. You can set an Automation to update this field when an Invoice is paid. Then you would be able to keep track of this visually by adding one month to the Current Value in the Custom Field "Paid through Date" which would be written like this: [[current_value]] + 1m.
If you "Enable Date Calculations" when working with a "Date" type Custom Field, you are able to modify the date by adding days, weeks, months or years in the following format: [[current_value]] + 1d ~OR~ [[current_value]] + 1w ~OR~ [[current_value]] + 1m ~OR~ [[current_value]] + 1y ~OR~ [[current_date]] + 1d (Ex. to add 1 year to the date value stored in the Custom Field, enter: [[current_value]] + 1y)
Send Portal Access Invitation Email
This Automation will send an email inviting the Contact to register into to the Portal. It is only applicable for Contacts in "Not Invited" status.
CLICK HERE to learn about adding new Contacts
Cancel Remaining Events
This Automation will remove/cancel any remaining Events in a currently used Event Generator for the Assigned Contact(s).
Choose an Event Generator from the dropdown menu.
CLICK HERE to learn about Event Generator
Move Deal to Stage
This Automation will move a Deal to a specified Stage.
Choose the Deal Category that you would like to move and the Stage that you would like to move it into. This will move ALL Deals associated with that Category and the Target User.
CLICK HERE to learn about Deals
Create a New Deal
This Automation will allow you to create a Deal.
Name your Deal then optionally enter details about it. Next, choose the Deal Category. You can enter an expected date by which you will close the deal by selecting days, weeks, months, or years and inputting how many. For instance, you could put 12 in the first line and select weeks from the dropdown indicating that you expect this deal to close in 12 weeks.
Enter your expected value and preferred currency then select the Stage you would like to start this deal at. You can individually assign Followers or choose All Staff. The toggle allows you to choose whether or not Followers will receive a notification about the creation of this deal.
CLICK HERE to learn about Deals
Recurring Generator
This Automation will assign a Dynamic Recurring Invoice Generator to the user.
CLICK HERE to learn about Recurring Generators
Accumulating Generator
This Automation will assign a Dynamic Accumulating Invoice Generator to the user.
CLICK HERE to learn about Accumulating Generators
Grant LMS Product / Remove LMS Product
This Automation will either add or remove ownership of an LMS Product from the Assigned User. You can select multiple LMS Products from the dropdown menu.
CLICK HERE to learn about LMS Products
Webhook Notification
This Automation will fire a webhook to your endpoint. A webhook notification is a message indicating that a specific event has occurred. When the event occurs a notification is sent via HTTPS POST to the destination URL of your choice. Enter your Destination URL into the empty field. In the Event field, you have the option to assign any string to be used as an event signifier.
By clicking the PLUS symbol you can add multiple Webhook Notifications to fire to your endpoint.
