Research·question·Nov 2023·3 min read

Automation Triggers and Actions

AutomationGuides

Automation triggers and actions

Once you have the Automations extension, you can view, create, and edit automations from Tools > Automations in the top menu on any Inteligart CRM admin page. That is the control panel for workflows: automatic events, conditions, and rules you can change as the business changes. The interface is built so you can assemble fairly specific rules without writing code.

Automation triggers

An automation trigger is a situation that causes an automation action to run. The situation fires the action.

Default triggers

  • New Contact
  • New Quote
  • New Invoice
  • New Transaction

You can therefore build an automation that fires when a new contact, quote, invoice, or transaction is created on the site. Example: send an email every time a new contact is added.

Note: Triggers currently apply only to new contacts, quotes, and so on. The automation will not run if an existing contact is updated. It runs only when a new contact is added.

Automation conditions

A condition stops an automation from running unless that condition is true.

A trigger plus a condition is more useful than a trigger alone. You might want emails to go only to new contacts that already have a specific tag. The pair lets you aim at a defined group instead of everyone.

Conditions for New Contact

Adding a contact to the CRM often means a list of manual follow-ups. Automations can take those steps. Available conditions:

  • Has Status: The automation runs when a new contact is added, if that contact has the status you specified.
  • Has Tag: The automation runs when a new contact is added, if that contact has the tag or tags you specified.
  • Field Contains: The automation runs when a new contact is added, if the selected field holds the data you specified.

Field Contains

You can pick any contact field (name, address, phone, and so on) and require that it contain specific data before the automation fires — a phone number with a given area code, an address in a given city, and so on.

For example, you might set:

  • On new contact, if Country = “Mexico” then…
  • On new contact, if Country = “United States” then…

Automation actions

This is where the pieces connect. Default actions:

  • Assign to:
    • Choose a CRM Team Member
  • Send email to:
    • Site Administrator
    • Contact owner
    • Contact
    • Custom email
  • Distribute to:
    • CRM Role
  • Tag Contact

Combined with the examples above:

  • On new contact, if Country = “United States” then… becomes
  • On new contact, if Country = “United States” then assign to “Mike”

Or:

  • On new contact, if Country = “United States” then email the Contact about events in the United States
  • On new contact, if Country = “United States” then send an email to the Administrator

You can also chain automations:

  • On new contact, if Country = “United States” then assign to “Mike”; and
  • On new contact, if Country = “United States” then email the “Contact owner”

The new contact is assigned to Mike, and Mike gets an email about that contact. Mike can then call, or take the next step in his lead-conversion process.

Knowledge