Automation is an event-triggered system that automates feature coordination. It has predefined events that connect to a series of actions and/or conditions based on the business requirement.
EngageBay allows you to trigger automation when a certain action or condition is performed by a user. You can further associate that trigger with another action.
- Navigate to Sales >Automations.
- Click on Create Automations in the upper right corner of the page.
- Set a name for your automation and press Continue.
- You can now construct visual automation. Click on the name and press Create Automation.
- It will ask you to choose Triggers.
- Once selected, you will now see the starting point of automation. You can add two possible outcomes for your entry points by clicking on the Plus icon.
Triggers that can be used under the Sales Automations:
Deal Track Changes: triggers when a deal track changes;
Deal Milestone Changes: triggers when a deal milestone is changed;
Deal Created: triggers when a new deal is created;
Tag added to Company: triggers when a tag is added to a company name;
Event Created: triggers when an event is created;
Task Added: triggers when a task is added;
Task Status Change: triggers when the task status is changed;
Tag Added: triggers when a tag is added to a deal;
Tag Removed: triggers when a tag is removed from a deal;
Deal Updated: triggers when a deal is updated.
Actions that can be used in Automations:
While creating workflow automation, you can specify the event’s condition to make sure your action is only triggered when an event meets those specific conditions.
Here are the different actions under the CRM & Sales tab of the automation builder:
Delay: Delay for a certain amount of time
Scheduler: Schedule an action
Add New Deal: Add a new deal to a contact
Add New Task: Add a new task
Add New Event: Add a new event
Add New Note: Add a note to a deal
Update Deal Owner: Automatically updates the deal owner
Update Deal Value: When you want to update a deal value
Add a Tag to Deal: When you want to add a tag
Remove a Tag from Deal: When you want to remove a tag from a deal
Assign Owner: Assign deals equally among the selected users
Set Property: Set or delete property to a deal
Add to Workflow: Enroll in another workflow
Close Task: Close task associated with the contact which has the owner as
Update Deal Milestone: When you want to change the milestone of a deal
Send Email: Send an email to a contact or a deal
Send SMS: Send an SMS to a selected contact at a predefined time
Here are the different set of conditions under the CRM & Sales tab that triggers an action:
Deal has tag: If the deal has a tag
Deal has owner: If the deal has an owner
Has Deal: If contact has a deal
Has Task: If an owner/sales rep has a task
Company has custom field: If the company has a custom field
Has completed automation: If the deal has completed an automation
Other actions on Automations:
Edit: To edit the automation, please click the 3 dots to the right of the automation and select Edit
Duplicate: To duplicate the automation, please click the 3 dots to the right of the automation and select Duplicate
Share: To share the automation, please click the 3 dots to the right of the automation and select Share. It will ask you to enter the email address of the user, please enter it and the automation will be added to the account of that user.
Note: You can share it with the users of other EngageBay accounts only.
Activities: It shows the activities that are performed by the user on the automation. To view the activities, please click the 3 dots to the right of the automation and select Activities
Mark as Draft: To make the published automation as draft, please click the 3 dots to the right of the automation and select Mark as Draft
Mark as Published: To make the draft automation as published, please click the 3 dots to the right of the automation and select Mark as Published.
Delete: To delete the automation, please click the 3 dots to the right of the automation and select Delete
Viewing Reports of the Automation/Workflow:
To view the reports of the Automation/Workflow, please click the graph icon on the right of the automation. On the new page that appears there will be a drop down on the top right with the following options:
All Contacts: It shows all the contacts that are on the Automation.
Active Contacts: It shows all the Active Contacts on the Automation
Completed Contacts: It shows all the Completed contacts on the Automation. Completed contacts are the contacts on which the automation is completed.
Recipients: It shows all the recipients.
Delivered: It shows all the contacts to which the emails were delivered
Opens: It shows all the opens
Unsubscribes: It shows all the contacts that unsubscribed
Spams: It shows all the contacts that reported your email as spam.
Soft Bounces: It shows all the contacts on which the emails have soft bounced
Hard Bounces: It shows all the contacts on which the emails have hard bounced.
Using Bulk Action: You can use the bulk action to add a tag to the selected contacts or add the selected contacts to a Static List.
To use, please select a value from the drop down list like Active, Opens, Delivered and select the contacts that are listed, click on the bulk action and select either to add a tag or add them to a static list.
In the left pane you have the option for Email Reports and SMS Reports
Email Reports: It shows the reports of all the emails that are sent through the automation.
SMS Reports: It shows the reports of all the SMSes that are sent through the automation.
Using automation features in your EngageBay CRM software can help you get so much more out of the platform.
With Automations in EngageBay, you can automate necessary but repetitive, manual tasks and streamline processes to improve productivity.