Automations can help you and your organization do more, automatically. You can use them to:
- Assign Work
- Do Work Automatically
- Integrate FreeAgent to other systems or processes.
User Permissions: Only Administrators can create automations.
In this tutorial, we will cover the following topics:
- Navigate to Automations
- Create a New Automation
- Add Actions
- Automation History
Navigate to Automations
Go to Settings > Advanced > Automations.
Create a New Automation
To get started, click the 'Add Automation' button.
Let's go through all of the fields in the Automation creation panel.
When you create a new automation it starts with the settings for the "Start" panel.
Give your automation a name.
Choose the application you'd like to apply the automation to.
Now you will specify when this automation should be triggered. The following table describes each trigger option available in this step.
|On App Action
|As soon as you click the App Action Button, the automation will be triggered.
|As soon as you create a new record on the specified App, the automation will occur.
|After Create / Update
|Combines the 'After Create' and 'After Update' triggers into a single one. Recommended when a single automation needs to consider both scenarios.
|When a change in the selected field is detected, the automation will take place.
|Requires Webhook. The automation will occur as soon as the Webhook gets triggered.
|It is used for scheduling periodic automation runs based on system fields with date and time stamps. Fields like "Created", "Updated", or "Due Date"
To learn more about App Actions, please visit the following tutorial:
For all triggers that include an 'Update', you will need to select one more multiple fields that will be used to trigger the automation if they are updated and match the conditions (if available). The fields available will be from the application you chose earlier.
As mentioned above Conditions can be added depending on the Trigger you've chosen.
In the example below I've chosen "After Create/Update" as my Trigger and that allows me to create conditions that have to be met before the Automation can run.
You can also create conditions that will stop the automation from running. Click on the "End" action in the left pane to create the conditions.
Triggers and the available conditions
|On App Action
These rules are inclusive, meaning that all the rules you specify need to occur for the automation to be triggered or ended. Just click 'Add Conditions' to create your own set of rules.
The operators will vary according to the type of field selected. Here is the list of those available:
|Availability (field type)
|Is, Is Not, Exists, Does not Exist
The selected value is included (IS) or excluded (IS NOT) from the filter results. The value (Exists) or (Does not Exist).
Less Than or Equal To; Greater Than or Equal To, will return records that fall above or below the selected value.
This will return all the records that fall between a given range of numbers or a range of dates.
Returns the records for a specified period, such as Last Week or This Month.
From X to X days, months, or years.
|After / Before
All the records fall before or after the specified date.
Now we need to add some Actions to our Automation. Click on the plus sign in the right-hand pane. This will open the Actions drop-down menu.
The next section is where you specify the Actions for your automation. This will allow you to define what will happen when the conditions you set up before occur.
There are numerous different Action types available.
Your automation can have either a single action or multiple ones.
Note: The actions will always run in order from top to bottom.
Here are the types of actions you can choose from:
creates a task to send an email.
Note: When creating an automation to send an email, the App you are applying the automation to must have a Primary Contact Reference Field and Contact Email Reference Join Field. This allows the automation to know what Contact and email address to send the email to.
For example, if you want to create an automation that sends an email to a customer after a Project in the Projects App has been moved to Completed, the Projects App must have a Primary Contact Reference Field (this links Projects to existing customers) and Contact Email must be a Reference Join Field in the Projects App.
creates a task to make a phone call.
creates a task to send a text message.
create a record on a to-do list.
If you're using multiple actions you can use this to wait for a specified amount of time before the next action is performed.
create a record in an application of your choosing.
updates a record in an application of your choosing.
add custom code to create more complex actions within your automation.
send an email automatically by choosing from an existing email template.
similar to sending an email. Simply select an existing SMS template as well as which agent the text will be from and the recipient's phone number.
You can quickly assign Leads, Contacts, Accounts, Deals, Tickets, and more using the "Assign Record" automation.
First, select "Assign Record" as your action and then click on the gear icon to create your assignments and conditions.
You can create multiple conditions and assignments. in the example below we have different opportunity record assignments based on the sales stage the record is in.
You can email any saved webforms you've created in FreeAgent. To learn more about webforms see the following article.
When you select an action in the left pane the settings for that action will appear in the right.
The settings will be different depending on the type of actions you've selected. In the above example, I've chosen the "Send Email" action. In the settings, I have the following options:
- Select an email template to use.
- Decide who the email will be sent from (this is dictated by the app you're creating the automation for).
- Who the email is being sent to (this requires an email field is present in the app the automation is for).