Advanced: Building Automations — If-Then Rules That Save Hours
Create automation rules: stale deal alerts, follow-up reminders, lead assignment, and auto-tagging. The CRM works while you sleep.
Building Automations.
Why Automate?
Without automations, you have to manually check: which deals are stale? Who needs a follow-up? Which new leads are unassigned? Automations watch for these conditions 24/7 and alert you or take action automatically.
Essential Rules (Set These First).
- Stale Deal Alert. IF deal has no activity for 14 days AND stage is not Closed → send notification: "Deal [Name] may be dying — follow up today." This single rule prevents more lost revenue than any other.
- Follow-Up Reminder. IF contact last touched more than 30 days ago AND stage is Connected or Discovery → reminder: "Time to re-engage [Name]."
- New Lead Assignment. IF new contact added AND source is inbound → assign to next team member in round-robin rotation.
- Auto-Tag by Company. IF company name contains "bank" or "capital" or "lending" → auto-tag as "finance." Keeps your segmentation clean without manual effort.
- Deal Won Celebration. IF stage changes to Won → send congratulations notification to team. Small but builds culture.
Creating a Rule.
- Go to Settings → Automations.
- Click New Rule.
- Set trigger condition (when this happens).
- Set action (do this).
- Enable. Test with a sample record.
Best Practices.
- Start with 3-5 rules only. Too many = alert fatigue = you ignore them all.
- Review and tune monthly. Adjust thresholds as your process matures.
- Disable rules that fire too often without action — they are not calibrated.