Automation rule – an example: send an alert when scoring exceeds a value

The purpose of this solution is to automatically send alerts to contact owners in response to high contact activity.

INSTRUCTIONS:

To begin, from the home screen, go to Automation Processes → Automation Rules → Add New Rule. 

An automation rule editor will open.

main_screen

[1] Settings

[2] A switch for turning the rule on and off.

[3] Save – after you finish editing this rule, save it by clicking this button.

[4] Categories – choose an element you want to add in the Automation Process field – events, conditions, actions. In each category, there can be more than one element.

After you click Settings, a window will appear.

settings

[1] Name the rule.

[2] Assign the rule to a group by choosing from a drop-down list, or [3] add a new group.

[4] Sharing the rule means, that it will be visible on all user accounts and activate for all contacts in the system.

[5] The number of times this rule can activate for one contact.

[6] The minimal interval between rule activations for one contact.

Click Save changes to apply settings to the rule. The next step is adding an event.

add_events

[1] Click Add events.

[2] Click the green Plus icon. A list will open to the right. Find Contact scoring exceeded.

event

[1] Click this icon if you want to delete this element.

[2] Click this icon to open event details. 

[3] This icon opens event-condition settings, but because in this example there are no conditions, there is no reason to use it now.

event_cog

In the Score field, enter the value that will cause an alert to be sent when exceeded. Save changes. Then, add an action.

action

[1] Click Add actions. The arrow will branch into “If YES” and “If NO” giving you the option to specify actions for different outcomes.

[2] Click the green Plus icon. A list will open to the right. Find Send alert to user and drag it onto the main field.

[3] Proceed to this action’s settings.

action_cog

[1] Description – enter a short description of this alert.

[2] CC – if you want someone to receive a carbon copy of this alert, enter their email address.

[3] Send alert only to the main owner – if this is selected, owners other than the main one will not receive this alert.

[4] Add an attachment – select this if you want to add an attachment to the alert message.

[5] Attachment text – if you want to add an attachment, type its text here.

[6] Attachment file type – if you want to add an attachment, choose its type from the drop-down list.

Save changes.

Remember to save the rule and turn it on, otherwise, it will not work.

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