FreeAgent CRM automation is a supercharged feature that will allow you to get more done, as it will take over those repetitive tasks. This will give you some extra time to take care of what is really important, your business. From creating Call Next steps for newly added contacts, to send an email automatically when a contact is converted to a customer, automations are the way to go.
In this tutorial we will cover the following topics:
- Access Level Needed to Create Automations
- Navigate to Automations
- Create a New Automation
- Automation Examples
Access Level Needed to Create Automations
This feature is only available for Administrator users. If you would like to add automations and you can't see 'Automations' on your menu, please contact your team's administrator for further information.
Navigate to Automations
Open the menu and go to 'Settings', then click on 'System Settings' to display the available options. There click 'Automations'. You can use the search function to get there faster, just start typing 'Automations'.
Create a New Automation
To get started, click the 'Add New Automation' button.
(1) Each automation needs a name and also the Object for which you are creating it. In this case, 'Object' means 'App', and you can select between all your existing apps, Contacts, Accounts, Opportunities, or any custom app you have.
(2) Then you need to specify when the automation should be triggered. If 'On creation' is selected it means that as soon as you create a new Lead, Account, Deal, or record in a Custom App, the automation will occur. If 'On change of' is selected then as soon as a change in the selected field is detected, the automation will take place.
(3) It is also possible to add more conditions to the automation. This means that on top of the 'on creation' or 'on change of' you can specify one or more rules and they can be either inclusive 'and' or exclusive 'or'. 'AND' means that all the rules you specify need to occur for the automation to be triggered. 'OR' means that it will check that one or the other exists, but both are not necessary for the automation to happen.
Once you click the 'Next' button will be prompted to create the Next Step for your automation. This will allow you to define what will happen when the conditions you set up before occur. To do this, just click the 'Add Next Step' button.
The Next Step you create will depend on your previous choices. If the automation is for a 'Contact', you can create Next Steps of 3 different types, Reminder, Phone Call, and Send Email. If 'Account', 'Opportunities', or 'Custom App' were selected, then there is only one type available: Reminder. If you enable the 'Use Working Calendar' your automation will consider the Calendar you have set up for your organization when scheduling the Next Steps to avoid having to "Call a New Lead" on a Sunday afternoon, to mention an example.
If the Email type is selected, you have two options, the first one is to send the email manually, which would mean that a Next Step of type Email is created, similar to a reminder. For this type, you just need to give your Next Sept a Description and select when you want to create it, it would be immediately after the conditions for the Automation are met, or some time in the near future.
The second option is for the email to be sent automatically, for this you will need to select a Template as well as when would you like it to be sent. You can select a date from the calendar picker and set a specific time for the email to be sent. One very important step is to mark the 'Send automatically' checkbox and decide if you want to send the email from the owner or select a specific member of the team as the sender.
You can create as many Next Steps as you need for each Automation. After you finish creating each one, they will be listed in the 'New Actions' window. Once you have all your Next Steps click the 'Done' button.
All the Automations that you create will appear in the list once the creation process is complete.
The next time you perform an action on FreeAgent CRM that complies with the automation conditions, the Next steps that you have specified will be created automatically.
Email New Customer
If we want to automatically send an email when new Lead is created, then the Object of the automation should be set to 'Contact' or the name of the App that includes all the contacts and the trigger to 'On creation'.
We also, want to make sure that this automation only occurs if the Lead has a 'Work Email' in the contact information and its status is set to 'Converted' which is the field that will let us know when a contact becomes a customer. Please note that you might need to select a different field according to your own configuration.
The first rule includes the 'AND', as both rules are needed. If we only wanted to validate for the presence of a work email or the 'Converted' status, then 'OR' should be selected.
Once you have set all your conditions, click on the 'Next' button to proceed.
For the Next Step we just want to email the new contact automatically. For this, we need to check the 'Send Automatically' box, chose from our existing Email Templates, and select if we want the owner to send the email or assign it to a specific team member. Since this will be automated, we want the email to be sent right after a contact with a work email, and the status converted is created. We also want that the sender is ZenPPM's own CEO TJ Biles, therefore we select 'Send from specific team member' and then specify 'Send from' TJ Biles email.
Once a new contact, whose status is 'converted' and includes an email in their work email contact information, is created in FreeAgent, the automation will create the 'Send Welcome Email' Next Step and the email will be sent automatically immediately after the creation of the contact.
Congratulations! now you have automated the way you work, saving you time from the repetitive task, so that you can focus on your business.