Automations in Salestrekker 2.0 allow you to automate tasks based on specific triggers and conditions, streamlining your workflow. This guide will cover the setup, execution, and troubleshooting of automations to help you maximize the efficiency of your Salestrekker experience.
Automations help reduce manual work by handling routine tasks, such as updating deal stages, sending notifications, or assigning tasks to team members.
Automation Setup
To set up automations, you must have either a team admin or a team member role with permissions to access organizational settings.
Accessing Automation Settings:
Go to Settings > Process Options > Automation.
View the list of all existing automations, including active and archived ones. Use the eye icon to toggle its active/inactive status.
Filtering and Managing Automations:
Use the search function to narrow down automations by keywords.
Sort automations by different columns for easier navigation.
To edit an automation, click the Action button next to the desired automation and select Edit. This will open a sidebar with detailed settings for the automation.
Creating a New Automation:
Click the Add New button in the top right corner to start creating a new automation.
To start, fill out the initial fields, including the automation name, workflow details, and applicable deal types.
Automations in Salestrekker 2.0 are designed to perform specific actions automatically when certain triggers and conditions are met. This feature is an enhancement from Salestrekker 1.0 in terms of offering more triggers, conditions, and actions.
Choosing Trigger
Triggers are events that initiate the automation process. In Salestrekker 2.0. define the trigger that initiates the automation, such as a deal being created or updated.
Available triggers:
Deal is Created: Automation is triggered when a new deal is added.
Deal is Updated: Triggered when existing deal details are modified.
Deal is Deleted: Automation is triggered upon the deletion of a deal.
Deal Changes Stage: Triggered when a deal progresses from one stage to another.
Deal Changes Status: Activated when the status of a deal is changed.
Deal Changes Owner: Triggered when ownership of a deal is transferred to another user.
Checklist in Deal Changes: Automation triggers when there are changes to the checklist within a deal.
Companies in Deal Change: Activated when there are updates to the companies associated with a deal.
Labels in Deal Change: Triggered when labels assigned to a deal are modified.
Persons in Deal Change: Activated when there are updates to the persons associated with a deal.
Team Members in Deal Change: Triggered when there are changes in the team members linked to a deal.
Setting Conditions
Conditions define criteria that must be met for the automation to execute after a trigger occurs. Set the conditions under which the automation should execute. You can choose between:
All Conditions (restrictive, requiring all conditions to be met)
Any Condition (flexible, triggering the action if any listed condition is met)
Minimum 1 condition needs to be assigned (either ALL or ANY) in order for automation to be created.
Available conditions:
Deal Status is: The automation checks if the deal’s status matches a specific value.
Deal Stage is: Checks if the deal is at a certain stage.
Deal Owner is: Evaluates if a particular user owns the deal.
Deal Has Label: Checks if the deal has a specific label attached.
Deal Has Team Member: Verifies if a specific team member is associated with the deal.
Deal Colour is: Checks if the deal is assigned a particular colour.
Assigning Actions
Actions are the tasks that the automation will perform when the triggers and conditions are satisfied. Choose from a wide range of actions, such as changing deal stages, sending notifications, or adding team members to deals.
Once set up, click the Save button to activate the automation.
Automations in Salestrekker 2.0 support setting multiple actions.
Available actions:
Change Deal Stage: Automatically moves a deal to a different stage.
Change Deal Status: Updates the status of a deal.
Change Deal Owner: Transfers deal ownership to another user.
Change Deal Colour: Alters the colour coding of a deal for organisational purposes.
Add Checklist to Deal: Adds a predefined checklist to the deal.
Add Required Documents to Deal: Inserts necessary documents into the deal.
Add Team Member to Deal: Assigns a new team member to the deal.
Remove Label from Deal: Removes a specific label from the deal.
Remove Team Member from Deal: Detaches a team member from the deal.
Create Task: Automatically sets up a new task in the deal.
Send external notification: Notifies deal contacts via SMS and/or email.
When setting up 'Send external notification' automation, users can choose to whom email or SMS is to be sent:
By opening dropdown menu, users will be able to see the following options:
All clients
Primary client
Guarantors
Partners
Automation Visibility
Admin roles (Master Admin, Mentor, Team Admin and Mentee Team admin) are able to access Automations section in settings, see all automation in Organisation, create new automations as well as edit or delete other users' automations.
Users with other roles do not have permissions to access Automations section in settings, therefore they are not able to create, edit or delete automations.
Automation Execution
Once an automation is created and activated, it will execute automatically when the specified trigger occurs and the conditions are met. Here’s what happens during execution:
Triggering Event: The system continuously monitors for the defined triggers (e.g., deal creation, deal status change).
Evaluating Conditions: Upon detecting a trigger, the system checks if all or any of the specified conditions are satisfied.
Performing Actions: If conditions are met, the system executes the assigned actions, such as updating records or sending out communications.
Can one automation start another? Yes it can - you can create automation chains, where one automated action will trigger the next one. Can this create an infinite loop? No it cannot - read more about it here.
Automation Troubleshooting
Even with robust automation, issues can occasionally arise. Follow these steps for troubleshooting:
Verify Automation Settings:
Ensure that the correct triggers, conditions, and actions are selected.
Double-check that the automation is marked as active and that all settings are saved.
Check User Permissions:
Ensure that users involved in the automation have the necessary permissions to perform the actions specified.
Review Activity Logs:
Access the Deal Activity Logs and check for automation execution to see if there are any errors.
Test Automations:
Manually test the automation by simulating the triggers and conditions to ensure it functions correctly.