Automation


With the automation rules, you can automate your opportunity and task scenarios and avoid doing repetitive manual actions. The automation rules allow you to automate actions based on criteria that you set. When an opportunity stage or task status changes, this triggers the execution of a rule, such as assigning tasks to the teammate, sending notification or planning a meeting with the client. 

How to Create an Automation for Opportunities 

To create an automation rule for the opportunities, go to CRMOpportunities. Select the sales funnel you need to create automation rules.

In the upper right corner, select Automation.

There are sales funnel stages at the top of the board. You may add one or more automation rules under each stage. You can also create your own automation rules on two additional stages — "Closed Lost" and "Closed Won". For example, send a notification to the head of the department if the opportunity is lost.

How to Create an Automation for Tasks

Go to the System Settings → Tasks → Workflows. Select a specific workflow. 

There are task statuses at the top of the board. You may add one or more automation rules under each status.

There are six types of automatic actions available in Flowlu:

Create a notification

Create a task

Create an event

Create a project

Send an email

Update item's fields

Publish a comment

Create an activity feed post

You can learn more about each of them by clicking on the corresponding automation.

How to Manage Automation Rules

Once your rule is created, you can change its details at any time by clicking on Edit

You can also delete the rule from its page or by clicking on the X sign from the board.

All automation rules can be easily moved between stages, as well as within one stage to change the sequence of rules.

Where to View Automation Rules for a Specific Task/Opportunity 

Each opportunity record comprises the "Automation" tab, where you can see planned and finished automation rules.

To view the automation for a specific task, go to a task page and click in three-dot button → Workflow.

You can view the status of an automation rule here to identify whether it was executed or not:

A green line means that the automation rule was successfully completed.

A yellow hourglass means that the automation is to be finished when the previous task is completed.

Blue "gear" sign means that the action is scheduled to be performed.

If you see a red line, it indicates that an error has occurred, so the automation rule will not be executed.

Use Cases

In Flowlu, you can create an unlimited number of automation rules, for example:

  • When you move an opportunity to the "Closed Won" stage, set the "Create new project" task.
  • When moving an opportunity to the "Closed Lost" stage, send an automatic notification to the head of the sales department: " The X opportunity to the amount of Y is lost".
  • When moving to the "Consideration" stage, create an event with the "Call" type. Run: 3 days after Current time. Event name: "Call the X client".
  • When moving an opportunity to the first stage, e.g. "New", create a task for the assignee: "Contact the Y customer".
  • When moving to the last stage of the opportunity, create a notification that will notify the assignee 3 days before the end date of the opportunity.
  • If the deadline is approaching, send the notification to the task owner and assignee at the "In Progress" status. 

Permissions 

Editing and creating automation is available only to the CRM module administrators. Viewing the automation is available to all users with the ‘Employee’ access to the module.