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Zenys

Create Automations

Let’s say, you need to create a follow-up whenever a contact is created. No need to spend time manually creating them. All you have to do is create custom automation and set the trigger when a contact is added.

In a similar way, you can send emails, and SMS and create tasks using the automation functionality. To know more about how to create automations, take a look at the steps. 

In this guide, we’ll review how to:

Send Automated Emails

Here is a scenario. Say, you need to send a welcome email whenever a contact is created. You can simply set up an automation and leave it to the tool to send the email. 

Before you set the automation, create the welcome email template as mentioned in these steps. 

Now, let’s see how you can set up an automated email in general.

  • Click on your profile icon in the top right corner and select ‘Settings‘. Click on the ‘Automations’.
  • Click on ‘Add Automation’ and select ‘Custom Automations‘ to add your automation.
  • Enter the Title of your automation and click Next.
  • Select the trigger from the options such as Contact, Sales, Invoice, Quotation or Estimate from the drop-down menu and choose the ‘Action’ as ‘Send Email’. and click ‘Next’.
  • If you have any conditions, for example; if you need to send the welcome email to contacts of high priority, enable ‘Conditionally trigger automation and set the field, condition and value.
  • To create more conditions click on ‘Add condition‘.
  • If you don’t have any conditions enable ‘Always trigger automation’. Once done, click ‘Next‘.
  • In the last step, fill in the ‘To’ field and select the email template which you have already created. Click ‘Create’.

In a similar way, you can set up automation for sending SMSs, creating tasks and follow-ups.

Send Automated SMS

In a similar way, you can also send automated SMS to your customers. Take a look at the steps to follow. 

  • Click on ‘Add Automation’ and select ‘Custom Automations‘ to add your automation.
  • Enter the Title of your automation and click Next.
  • Select the trigger to Contact, Sales, Invoice, Quotation or Estimate from the drop-down menu and choose the ‘Action‘ as ‘Send SMS‘ and click ‘Next’.
  • Select the condition from the drop-down menu and click Next.
  • In the last step, fill in the ‘To’ field and select the SMS template which you have already created. Click ‘Create’.

Create Automated Tasks

Missing out on important tasks to be completed? Automate them and get reminders so that you stay updated. Set up the due dates for the tasks, and assign each task to your team member automatically.

Here is an example. Say, after 2 days of creating a contact, you need to schedule a call with them. To automate this task you simply need to set the trigger to when a contact is created and set the due date fields to ‘when a contact is created after 2 days.  In the title, type in ‘Schedule a call’. That’s it! Now. For more details, here is a step-by-step process of automating a task.

  • Click on ‘Add Automation’ and select ‘Custom Automations‘ to add your automation.
  • Enter the Title of your automation and click Next.
  • Set the trigger to Contact, Sales, Invoice, Quotation or Estimate from the drop-down menu and choose the ‘Action’ as ‘ Create Task’ and click ‘Next’.
  • Select the condition from the drop-down menu and click Next.
  • In the last step, set the due date fields, and select the’ assigned to’ field and status. Enter the task in the title and add a description in the field provided, if required. Click ‘ Create’.

Create Automated Follow-Ups

Similar to automating a task, you can also set up automated follow-ups. Check out how you can do it. 

  • Click on ‘Add Automation’ and select ‘Custom Automations to add your automation.
  • Enter the Title of your automation and click Next.
  • Set the trigger to ‘Contact’  from the drop-down menu and choose the ‘Action’ as ‘ Create Follow Up and click ‘Next’.
  • Select the condition from the drop-down menu and click Next.
  • In the last step, set the due date fields, and select the ‘assigned to’ field and status. Enter the follow-up name in the title and add a description in the field provided, if required. Click ‘ Create’.

Automate Stage Transitions

There are chances that you forget to update your contact or sales stage and you miss out on doing the activities relevant to that stage. That could lead you to lose your sales. For example; whenever a sale is confirmed you need to update the stage of your contact from an opportunity to a customer. Similarly, you might have different ways to qualify your contacts or sales. 

What if the stages get automatically updated? Using the stage transition automation you can do that easily. 

  • Click on your profile icon in the top right corner and select ‘Settings‘. Click on the ‘Automations’.
  • Click on ‘Add Automation’ and select ‘Stage Automations to add your automation.
  • Update the status as contact or sale based on the transition you wish to automate in the status field.
  • Next, select the ‘from’ and ‘to’ stages of transition in the respective fields.
  • Select the trigger for the transition. The example below shows that the trigger for updating the contact status from ‘lead’ to ‘prospect’ is when the sale is created.
  • Once done, click ‘Create’.