What are automations?

Explaining what automations are and why they're useful

Felix Rusby avatar
Written by Felix Rusby
Updated over a week ago

Automations are commands that cause set processes to occur within your account without you needing to perform them manually.

For example, a pipeline automation is set so that every time you send a proposal, a project will automatically move from the "New lead" section of your pipeline into the "Proposal sent" section of your pipeline.

This is an example of a very simple automation that is preset into the CRM software.

Automations are made available to Payaca users in two different formats, either as template automations or as custom automations.

Template automations

Template automations are prebuilt automations that can be switched on and off. These cannot be edited like you can with custom automations.

Template automations have a specific prebuilt function or job that they are designed for. These automations are clearly labelled, describing what they do.

Currently, these automations are split into the 3 categories they affect: projects, proposals and invoices.

Custom automations

Those with business plans have the option to use either preset automations (template automations) or they can create their own custom automations.

Custom automations allow you to control the parameters that an automation runs within.

You can switch automation on and off and decide what triggers and exceptions govern how they run.

How automations are structured

Any automation is structured in the following way:

  1. Trigger

  2. Condition

  3. Action

Those with access to custom automations can control all three of these parameters.

  1. The trigger refers to the non-automated, manual action that activates the automation. For example, you might create a project or add a tag.

  2. The condition is a limitation that is used to set the terms in which the automation can act. For example, you may want the automation not to affect projects with certain tags or only to affect projects with certain tags.

    • You don't need to set a condition

  3. The action is the result that is produced by the automation. This is what you want the automation to do. For example, send an email or a text, or move a project into a new column in your pipeline.

Watch the video below for a more in-depth explanation of how automations work and why they are useful.

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