Conditions for Automation Rules
When creating a new automation rule, you can specify certain conditions that must be met so an action will be performed.
For example, a sales manager can be notified about an opportunity only if its value (amount) is greater than $50.000, or a user will be added as a Follower to a task if it is has a specific tag.
In order for an Automation rule to be triggered, three criteria must be met:
- A record is in a specific stage of a sales pipeline/task/invoice/business process workflow;
- A record meets the conditions defined in an Automation rule;
- The trigger time, measured from the moment the previous two conditions are met.
For CRM Opportunities, you may also set an Automation rule to trigger not only at specific pipeline stage, but also when an Opportunity is won or lost.
Automation Rule Trigger Time
An Automation rule can be triggered:
- Immediately after the conditions are met
- Before a specific time value
- After a specific time value
Trigger time for an automation can be linked to a specific event. Here are some examples valid for CRM Opportunities:
- Current time (meaning the time when an automation is triggered);
- Opportunity start date
- Opportunity end date
- Opportunity creation date
- Opportunity update date
Available values will be different depending on the type of record you create an Automation rule for.
Automation Rule Conditions
To create a new condition, go to an Automation rule's edit page and click Add condition.
The conditions include both system and custom fields. Click on a field that you want to use as a condition.
When a field is selected, use one of the available options to set a condition for this field.
For some conditions you can use custom values.
You can add more than one condition to your rule, and you can use and/or parameters for them.
How to set up AND / OR conditions
If several values need to be considered for your Automation rule to run, you can use AND/OR parameter:
When you select AND:
all conditions will have to be true in order to trigger an Automation
When you select OR:
any of the selected conditions have to be true in order to trigger an Automation
Condition Groups
If there is a case when several sets of possible values have to be considered, use Condition Groups and configure several condition sets.
You can use AND/OR parameters for Condition Groups, too:
Create automation rule sequence
When you have multiple automation rules created in one stage, you can make them run in a sequence one after the other. To do that, make sure you enable the option After previous automation rule. This will overwrite your Run condition, as the automation rule will only be triggered after the previous rule on this stage.
Available conditions for Opportunities:
Field | Conditions |
Name | is, is not, starts with, ends with, contains, does not contain, is unknown, has any value |
Start date | Relative conditions: more than, less than, exactly |
End date | Relative conditions: more than, less than, exactly |
Amount (value) | is, is not, less, more, is unknown, has any value |
Description | is, is not, starts with, ends with, contains, does not contain, is unknown, has any value |
Assignee | is, is not, less, more, is unknown, has any value |
Stage | is, is not, less, more, is unknown, has any value |
Customer | is, is not, less, more, is unknown, has any value |
Contact | is, is not, less, more, is unknown, has any value |
Source | is, is not, less, more, is unknown, has any value |
Pipeline | is, is not, less, more, is unknown, has any value |
Available conditions for Tasks:
Field | Conditions |
Name | is, is not, starts with, ends with, contains, does not contain, is unknown, has any value |
Start date | Relative conditions: more than, less than, exactly |
Deadline | Relative conditions: more than, less than, exactly |
Task report | is, is not, starts with, ends with, contains, does not contain, is unknown, has any value |
Description | is, is not, starts with, ends with, contains, does not contain, is unknown, has any value |
Task priority | is, is not, is unknown, has any value |
Task status | is, is not, less, more, empty, not empty |
Completion date | Relative conditions: more than, less than, exactly |
First view date | Relative conditions: more than, less than, exactly |
First closed date | Relative conditions: more than, less than, exactly |
Owner's note | is, is not, starts with, ends with, contains, does not contain, is unknown, has any value |
Owner | is, is not, is unknown, has any value |
Assignee | is, is not, is unknown, has any value |
CRM Account | is, is not, is unknown, has any value |
Stage | is, is not, is unknown, has any value |
Parent task | is, is not, is unknown, has any value |
Project | is, is not, is unknown, has any value |
Opportunity | is, is not, is unknown, has any value |
