Automation examples

We have a great collection of example templates that can get you started using automations within the platform. Here you will find a list of example templates along with a description of what they do, how to use them, and some possible next steps. 

You can use this article like a manual to help provide some extra context as you create your own automation in the platform.

Current Templates

    • Blank Template
    • Recurring sales task
    • Segment accounts into lists
    • AGOGE task sequence on Company (advanced automation)
    • Nurture cold leads (advanced automation)
    • Systematize your sales process
    • Notify your team about opportunity changes
    • Create a fulfillment project
    • Offer solutions to new accounts without websites
    • Send a follow up email when a form is submitted
    • Notify your team about failed payments
    • Send a welcome message
    • Create a Snapshot Report when a form is submitted
    • Offer a self-service free trial for leads
    • Log activity for sent messages in Inbox
    • Set up new accounts
    • Respond to Inbox messages
    • Notify your team when a user is active
    • Send a product education campaign
    • Send a campaign
    • Create an account when a company is created
    • Get customers to connect Business App
    • Segment active leads into a list

Blank template

  • The blank template is the canvas from which you can create your own automations from scratch. When you set up a new blank template, you will be prompted to choose a trigger (the condition that kicks off the rest of the workflow) and steps (the actions that your automation does after the automation is triggered). 
  • To learn more about how to use automation, check out this great article: Getting started with automations. You can also find all of our available triggers and available steps to learn what they do and how they work.

Recurring Sales Task

  • This automation creates a recurring sales task on week days from 9 to 5 every 30 days for a full year.
  • You can change how often the task is created by making an edit to the number of days in the delay step. 
  • You can also edit how many times this process repeats by making an edit to the number of times the jump to a step action at the end of the automation.

Segment Accounts Into Lists:

  • When an account is created, segment it into one of three lists based on whether the business is located in one of your target markets or not.
  • To use this automation, you will need to create lists that your accounts will be sorted into. 
  • Try using other account data to filter your accounts. For example, you could use custom fields or tags to have the automation segment your accounts. Once sorted, you could create separate automations that activate once an account has been added to a list and create unique workflows based on market segments and more.

AGOGE Task Sequence on Company (Advanced Automation):

  • This automation template is triggered manually and creates an opportunity if there isn't one open for the company. It will then follow the AGOGE sequence to create tasks on day 1, day 3, day 4, day 7, day 10, day 14, day 17, day 19, and day 24. It sends a reminder to the assigned salesperson if the task is not completed in 1 day for 5 times. After task completion, it will create another task on the next date on the AGOGE sequence. The sequence will stop when there are no open opportunities in the company or a task isn't completed within 5 days.
  • To use this automation, you’ll need to have a pipeline set up to create the sales opportunity, as well as have a product or package added to the opportunity.

Nurture Cold Leads (Advanced Automation):

  • Put a cold lead into a list and see if they engage with a starter email campaign before sending a Snapshot Report campaign.
  • Before you set this up, you need to create lists for your Cold Leads, Warm Leads, and those that Disengage with the campaigns. You also need to set up two email campaigns: a simple starter that drives the prospect to your website, then a second campaign that delivers a Snapshot Report. You will need to have at least one salesperson created. 
  • Note that by sending Snapshot campaigns, standard rates apply beyond your allocation.

Systematize Your Sales Process:

  • When an account is added to a list, this automation will help make sure a uniform sales process is followed for that account. With an opportunity and sales task automatically created for the accounts, less time can be spent on administration while still ensuring the data needed is available!
  • To use this automation, you want to set up a list for the accounts you want your salespeople to reach out to and an email campaign that gets sent out after your salesperson has contacted that account.

Notify Your Team About Opportunity Changes:

  • When an opportunity status is created or changed in your sales pipeline, this automation will notify the selected Partner Center admins. Tip: You can add another step to notify your sales team too.

Create A Fulfillment Project:

  • When a Task Manager task status changes, this automation will create a new fulfillment project from a template. You can specify the status in the trigger options.
  • To use this automation, you will need to create a project template in Task Manager. 
  • You could build upon this automation by adding notifications for your salespeople so that they know what stage your fulfillment team is at or sending out an email campaign to your clients so that they know what to expect next in the project.

Offer Solutions To New Accounts Without Websites:

  • When an account is created and the website field is empty, this automation will assign a salesperson and create a task for the salesperson to offer website solutions to the account.
  • To use this automation, you need to have at least one salesperson user on your team.

Send A Follow Up Email When A Form Is Submitted:

  • This automation triggers a campaign to be sent to a contact when a new contact is created from a form submission.
  • To use this automation, you’ll need to have a published email campaign that has been activated. Check out our recommended campaigns to find the one that will work best for you or build your own.

Notify Your Team About Failed Payments:

  • When an account’s payment fails, this automation will notify the selected Partner Center admins and the assigned salesperson. A task will also be created for the assigned salesperson to follow up with the account.
  • This automation demonstrates the importance of assigning a salesperson to every account. You can use the “Set up new accounts” template to ensure that every new account is assigned.
  • To build upon this automation, you could add steps that cancel products on the account or add tags to the account to flag that they could be at risk of churn.

Send A Welcome Message:

  • This automation template triggers when an account is created, it will populate the Inbox in Business App with a welcome message from the assigned salesperson (or your company if there's no assigned salesperson) after a brief 1 minute delay.

Create A Snapshot Report When A Form Is Submitted:

  • This automation will create a Snapshot Report when a new company is created from form submission.
  • To use this automation you will need to have Custom Forms set up.

Offer A Self-Service Free Trial For Leads:

  • Add accounts to a list and then this automation will give leads who interact with your emails a free trial of Business App and the products you choose! 
  • To use this automation, you will need to create a list for the trigger and use two to three different email campaigns. For the first one, choose an engaging email to get your lead's attention and then provide a ton of value in your follow-up campaign to show them how to get the most out of their free trial. Explore our recommended campaigns to find the ones that you like most, or build your own!
  • After the trial has been activated, the automation will wait until there's a new product activation or upgrade. If there is, send out a thank-you email campaign. If not, then the automation can cancel the products.

Log Activity For Sent Messages In Inbox:

  • When an inbox message is sent or received in a conversation with an account, this automation will log a sales action on the account. This will help you track and document the messaging efforts your sales team is having when communicating with clients. 
  • Note: This automation is rate-limited to only once every 6 hours. This can be customized by editing the rate filter step in the workflow 

Set Up New Accounts:

  • When an account is created, this automation will assign a salesperson, allow you to activate products, and start a campaign for the account.
  • To use this automation, you’ll need to have at least one salesperson user on your team and a published email campaign. Note that if you select multiple salespeople, it will select one at random. For the email campaign, check out our recommended campaigns to find the one that will work best for you or build your own. 
  • Note: Email campaigns can't be sent if there are no users on the account. That's why the automation has a built-in delay to give you or your team time to add a user.
  • When using this automation, be cautious about which products you activate, because it triggers based on every account created. You can set up conditions in the trigger so that the automaton will only run for certain accounts or you can make sure to select products with no wholesale cost like Listing Builder or Advertising Intelligence.

Respond To Inbox Messages

  • When someone from an account messages you through Inbox, automatically reply with a system message to let the user know the message has been received and someone will get back to them. This is great for setting response-time expectations with accounts who message you. It is rate-limited to run once per 3 days but can be customized to any frequency by editing the rate filter step. 

Notify Your Team When A User Is Active:

  • When a user is active in Business App, this automation can send a push notification to the assigned Salesperson and log an activity and hotness rating on the account. It is rate-limited to run once per day but can be updated to any frequency.
  • When using this automation, consider adding conditions to the trigger so that you are limiting the number of notifications your salespeople receive. For example, you could set a condition based on certain account tags or even based on a custom field!
  • Note that while this automation shows that the notification sends on a "No" branch, this is to match up with the built-in rate limiting. Your notifications will go out when someone is active, as expected!

Send A Product Education Campaign:

  • When a specific product is activated for an account, this automation will send an email campaign to the account to explain how to use the product or to offer additional services. You'll be notified if they click a call-to-action in the email thanks to the built-in automations for hot leads.
  • To use this automation, you’ll need to have a published email campaign that educates the user about the product that has been activated. Check out our recommended campaigns to find the one that will work best for you or build your own.

Send A Campaign:

  • When an account is added to a list, this automation will send a campaign to the account.
  • This workflow can help to segment your prospects and customers. For example, you can create a “Reputation Management — Prospects” list, and whenever an account is added to the list, a campaign will be sent to educate them about the benefits of Reputation Management.
  • To use this automation, you will need to create the list and publish the email campaign that you want to use.
  • Check out our recommended campaigns to find the one that will work best for you or build your own.

Create An Account When A Company Is Created:

  • When a company is created in the Vendasta CRM, this automation will create an account for the company. This will help prevent errors when this company triggers other automations.
  • Note: the step that creates an account is called “get an account”, if no account exists when this action is taken an account will be created; if an account already exists, a duplicate account will not be created.

Get Customers To Connect Business App:

  • When a user on an account makes a successful payment this automation checks if that company has their Facebook and Google Business Profile connected to Business App. If the connections have not been made, it starts an email campaign on a weekday. It also creates a CRM sales task for the assigned salesperson to reach out to the customer and help out with the connection process. This automation will repeat up to 3 times if the connections are still not made.
  • To use this automation, you’ll need to have a published email campaign that has been activated. Check out our recommended campaigns to find the one that will work best for you or build your own.
  • Note: This automation uses the "payment is successful" trigger to help start the automation but any trigger that signifies "this person has become a customer" is appropriate.
  • Note: The automation is only set to trigger once per account so this only happens for the initial sale.

Segment Active Leads Into A List:

  • When an account opens an email within a campaign, this automation will add the account to a list. This workflow can help to identify engaged prospects or customers. For example, you can send out an email campaign about ecommerce solutions, and if an account opens an email within the campaign, the account can be added to a “Prospects: ecommerce list.”
  • To use this automation, you will need to select a published email campaign that you want to monitor and create a list that the automation will put your accounts into. 
  • This automation can pair well with other automations that take effect when an account is added to a list. Take a look at a template like “Systematize your sales process” as an example of what the next steps could look like.

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