Available Automation Steps: Actions your automation can take

Automation steps are the events that you want to happen whenever your workflow starts (after the trigger event happens). You can add multiple steps to a workflow, but you need at least one. Automations will perform the steps from the top down. 

This article goes through the complete list of automation steps that can accompany each trigger. See the full list of triggers here. We have a few video examples of how to configure these steps here

 

Step

Overview

Special Cases

Example Use Cases

Accounts & Users      
Set account lifecycle stage* Sets an account’s Lifecycle stage to a specific stage, i.e.: Lead, Prospect, Customer   When an opportunity is created on an account, set its Lifecycle stage to Prospect
Campaigns      

Send a campaign for the user

Starts an email campaign for the specific user who triggered the automation.

The email campaign system only allows a campaign to be sent to each account once. 


If the campaign is already paused, nothing happens.

When a user is interested in a product, start an email campaign advertising the product.

Send a campaign to the account

Starts an email campaign for the account and all users and contacts associated with it.

The email campaign system only allows a campaign to be sent to each account once. If it has already been sent, nothing happens.


An error occurs when a campaign is sent to an account without users. This can be seen in the activity log.

When Website Pro is activated, send the “How to Use Website Pro” campaign

Pause a campaign for the user

Pauses an ongoing email campaign for the specific user who triggered the automation.

The email campaign system only allows a campaign to be sent to each account once.

If the campaign is already paused, nothing happens.

When a campaign email is clicked, stop the campaign.

Pause a campaign for the account

Pauses an ongoing email campaign for the account and all users and contacts associated with it.

The email campaign system only allows a campaign to be sent to each account once.

If the campaign is already paused, nothing happens.

When an opportunity is closed for the account, stop the “Prompt First Contact” campaign

CRM      

Create Company 

Creates a company in the CRM.

Duplicates are not checked. This just blindly tries to create the company. Company name is a requirement.

Using a 3rd party CRM and something happens in that CRM so you want to create a company in our CRM to mirror that one. 

Fulfillment      

Create a fulfillment task for the account

Creates a task in Task Manager. The fulfillment agent (a person assigned to the task) may be the default agent or a specific individual.

If the assigned agent does not exist, no one will be assigned.

When the “Design a Business Card” product is activated, assign the partner’s primary business card designer.

Create a fulfillment project for the account

Creates a project in Task Manager. The project will be created based on the selected template.

If Task Manager is not active, it will be activated. If this action is twice in a single workflow, this will result in a rejected activation.

When the Website product is activated, create the Website Builder project from the Website Builder template

Pause or cancel Task Manager account

Pauses or cancels a Task Manager account
Pause - Stop generating product based tasks and projects, such as review tasks for Reputation Management. Manually created tasks and projects can still be created for a paused account.
Cancel - Stop any new tasks or projects from being created and close all the existing tasks or projects.

 

 

Add account to Task Manager

Adds the account to Task Manager, allowing for tasks to begin generating.

 

 

Lists      

Add the account to a list

Adds the account to a list.

If the account is already on the list, nothing happens.

When a payment fails, add the account to the “Overdue Payments” list

Remove the account from a list

Removes the account from a list.

If the account is not on the list, nothing happens.

When an email campaign does not receive a response, remove the account from the “Responsive Accounts” list.

Notifications

     

Notify a digital agent

Sends both an in-app and email notification to a fulfillment agent.


Consider using the generic send notification actions instead once taken out of draft as these are more flexible.

There is only limited support for items that can be used within {{ braces }}.

When a website design product is activated a fulfilment agent who can design websites is notified.

Notify a partner admin

Sends both an in-app and email notification to a fulfillment agent.


Consider using the generic send notification actions instead once taken out of draft as these are more flexible.

There is only limited support for items that can be used within {{ braces }}.

When a high-income product is deactivated, notify partner administrators so they can investigate.

Notify a salesperson

Sends both an in-app and email notification to a salesperson.


Consider using the generic send notification actions instead once taken out of draft as these are more flexible.

There is only limited support for items that can be used within {{ braces }}.

When an opportunity is created for a French-language client, notify French-fluent salespeople.

Products

     
Activate Standard products

Activates a specific Standard product

Only Standard products are allowed

When an account is added to the “Wants a Website” list, activate Website Standard.

Activate a product

Activates a product for the account. Can be configured to prevent a product from being activated multiple times within a specific timeframe

Paid products are allowed. This can result in unwanted billing if this is misconfigured

When an account is created, automatically add products to it.

Deactivate products

Deactivates a product(s) for the account.  The product can be turned off immediately or at the end of the current billing cycle.

Allows for both paid and Standard products

When a trial period ends, deactivate the trial product.

Sales

     

Assign a sales team

Assigns a random salesperson from the indicated sales team to the account. If the account already has a salesperson, they can optionally be replaced.

 

When a trial product is activated, assign a salesperson from the team responsible for that product.

Assign a salesperson

Assigns a specific salesperson to the account. Multiple individuals from across multiple teams can be selected, in which case, one will be randomly assigned. If the account already has a salesperson, they can optionally be replaced.

 

When a highly technical product is activated, assign a highly knowledgeable salesperson.

Log activity and hotness rating

Logs a business activity and increases the hotness rating (if the existing rating is lower than the new level).

Hotness ratings cannot be decreased using this step. This is to ensure that manually assigned high-hotness ratings are not accidentally downgraded.

When an email campaign is clicked, mark the account as a hot lead.

Create a sales task

Creates a task for a salesperson. The salesperson can be a specific individual or the default person assigned to the account.

If there is no assigned salesperson no one will be assigned to the task.

When an email campaign is clicked, create a task to follow up on that lead.

Unassign salespeople

Removes all salespeople from the account.

None

When an opportunity is closed, remove all salespeople from the account.

Create a sales opportunity*

Creates a sales opportunity for a salesperson. The salesperson can be a specific individual or the default person assigned to the account.

If there is no assigned salesperson no one will be assigned to the task.

When a user signs up for Business App on a partner website, a sales opportunity will be created for a salesperson.

Close all sales opportunities

Closes all open opportunities as Closed - Lost

None

When an account is added to a “Closed Opportunities” list, close all opportunities as lost.

Create a proposal

Creates a new proposal based on an existing template

None

When an account is created with a specific category, create a proposal using an existing template

Tags

     

Add tags to the account

Adds a tag to an account. New tags can be specified as well.

When creating a new tag the tag name must be selected from the dropdown list that appears, much like the user would for any other tag.


If the tag is already on the account it will not be added again.

When an account is added outside of the partner’s city, tag as “Remote Client”

Add tags to the order

Adds a tag to an order. New tags can be specified as well.

When creating a new tag the tag name must be selected from the dropdown list that appears, much like the user would for any other tag.

 

If the tag is already on the order it will not be added again.

 

When an order is created for a new client, tag as 'New Client' 

Remove tags from the account

Removes a tag from an account.

If the step is removing a tag that does not yet exist (e.g. one specified in “Add Tags”) it will not appear in the dropdown list. It can, however, be specified manually.

If the step is removing a tag that does not yet exist (e.g. one specified in “Add Tags”) it will not appear in the dropdown list. It can, however, be specified manually.

Remove tags from the order

Removes a tag from an order.

If the step is removing a tag that does not yet exist (e.g. one specified in “Add Tags”) it will not appear in the dropdown list. It can, however, be specified manually.

 

Inbox

 

 

 

Send an Inbox message

Sends a message into a conversation between you and the account, viewable by all participants.

Message is sent as coming from the assigned salesperson. If there is no assigned salesperson, the message appears as coming from your company.

Send a helpful welcome message when a user logs in for first time, or a new account is created.

Send a public system message

Publishes a passive system message in a conversation between you and an account, viewable by all participants.

 

Useful for showing and logging key events in a conversation for all participants to see, as well as for an auto-responder that sets expectations for response times.

Sales Orders*

 

 

 

Activate products for the order

Actives the products on an order after it's been approved.

 

 

Add tags to the order

Adds tags to the order.

 

 

Approve the order

Approves the order after pre-set conditions have been met.

 

A sales order must be completed before being approved.

Archive the order

Archives an order that has been completed.

 

 

Decline the order

Declines the order when pre-set conditions have not been met.

 

If an order has been declined, the Salesperson will be notified to make the corrections before re-submitting for approval.

Submit the order for admin approval

After an order has been completed, it is sent to the account admin for approval.

 

 

Delays

     

Delay until an event happens

Allows a workflow to pause and wait for an additional trigger for a specified amount of time. The time can be specified in minutes, hours, or days.


Like an if-else branch, delay-until steps have an EVENT HAPPENED and EVENT DID NOT HAPPEN branch (equivalent to the YES and NO branches, respectively). The delay-until step also merges after these branches.

If the automation is switched off mid-delay, the workflow will instantly stop. No steps after the delay will be executed.

When an account is added, wait for seven days for a product to be activated. If a product is activated, mark as a hot lead. If a product was not activated, send an email campaign. After either branch completes, remove the account from the “New Accounts” list.

Delay

Allows a workflow to pause. This is useful when actions that caused a trigger take time to fully complete, e.g. populating a Snapshot Report. The time can be specified in minutes, hours, or days. 

If the automation is switched off mid-delay, the workflow will instantly stop. No steps after the delay will be executed.

When a Snapshot Report is created, wait two days for the report to populate then send an email campaign about the report’s contents.

Conditions

     

If/else branch

Adds a decision point, allowing the workflow to split into YES and NO workflows. The workflow may “merge” back together after the branches complete.


The conditions that can be specified in the if/else branch are the same as those in a trigger’s condition (trigger filter)

If no steps exist in a branch that is followed, the automation will still count as having been run for an account. If the user is trying to run the automation only when a specific set of conditions is true for the first time, specify these in the trigger’s condition (trigger filter) 

When a Canadian account is added, check the location. If the location is in a French-speaking region (YES branch), assign a French-speaking salesperson. Otherwise (NO branch) assign an English-speaking salesperson. After either branch completes (merge step) add the account to the “Canadian Clients” list

Jump to a step

Redirects to another workflow step in an automation. Limits the number of times to jump to prevent an infinite loop

Has an upper limit of number of times a jump can occur, allowing for 1-100 times in an automation. 

 

Rate filter

Split the workflow into separate paths depending on a rate count condition

If an automation. is turned off, the rate counts will be reset.

If a user has been sent more than 5 in-app notifications in one day, prevent more notifications

Workflow

     

A/B Branch

Adds a split to the events moving through an automation so that you can run an experiment based on a percentage of those events

 

You’ve created 2 onboarding campaigns and want to see which one performs better. The trigger is Account Created, then set up an A/B Branch of 50%/50% and on each one of those branches, you can start the different campaigns.

End this automation

 

 

 

 

Walkthroughs

Assign a sales team Automation

Assign a Salesperson Automation

Log activity and hotness rating Automation

Create a sales task Automation

Unassigned Salesperson Automation

Create a sales opportunity Automation

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