After installing the Automations extension, you can view, create, and edit automations by going to Tools > Automations from the top menu on any Jetpack CRM admin page.
Automation Triggers
Automation Triggers are the situations that cause an Automation Action to run. The situation triggers the automation action to take place.
Default Triggers
- New Contact
- New Quote
- New Invoice
- New Transaction
This means you can create an automation that gets triggered when a new contact, quote, invoice, or transaction is created on the site. For example, you could create an automation to send an email any time a new contact is added. Powerful stuff!
Note: The triggers are currently only for new contacts, quotes, etc. The automation will NOT be triggered if an existing contact is updated, only if a new contact is added.
Automation Conditions
A condition is something that prevents an automation from running unless the condition is met.
When a trigger is combined with a condition, the automation becomes even more powerful. For example, you may only want to send emails to new contacts who also have a certain tag. The combination of trigger and condition allows you to laser target specific groups.
New Contact Conditions
When a contact is added to your CRM you may find yourself doing a lot of things manually. Automations let you set things up to run automatically, freeing up your time for other things. The available conditions are:
- Has Status: The automation will be triggered when a new contact is added, if the contact has the specified status.
- Has Tag: The automation will be triggered when a new contact is added, if the contact has the specified tag(s).
- Field Contains: The automation will be triggered when a new contact is added, if the contact has the specified data in the selected field.
Field Contains
You can choose any contact field (name, address, telephone, etc), and set a condition for an automation to be sent only if that field contains specific data (phone number with a certain area code, address in a certain city, etc).
For example, I could set up the following automation triggers.
- On new contact, if Country = “UK” then..
- On new contact, if Country = “India” then…
Automation Actions
This is where everything comes together. The default actions are:
- Assign to:
- Choose a CRM Team Member
- Send email to:
- Site Admin
- Contact owner
- Contact
- Custom email
- Distribute to:
- CRM Role
- Tag Contact
When combined with the examples above, you can now see how:
- On new contact, if Country = “UK” then.. becomes
- On new contact, if Country = “UK” then Assign to “Mike”
Or:
- On new contact, if Country = “UK” then send email to the Contact about UK events
- On new contact, if Country = “UK” then send an email to Admin.
What’s even more powerful is you can chain the automations up, so you can do the following:
- On new contact, if Country = “UK” then assign to “Mike”; and
- On new contact, if Country = “UK” then send email to “Contact owner”
That means the new contact will be assigned to Mike, and Mike is sent an email about the new contact. Mike can then call the contact, or do whatever’s next in their lead conversion process.
Managing Automations
You can view your automations by going to Tools > Automations > View Your Automations.
From there, you can choose the order of automations. In the example above, the automation assigning the contact to a team member would come first, followed by the automation that sends an email to the contact owner (team member).
You also have the option of enabling or disabling automations.
Extensions and Automations
Some Jetpack CRM extensions add additional Automation triggers and actions.
For example, the Twilio Connect extension adds a “Send SMS” action, and the ConvertKit extension adds an “Add ConvertKit tag” action.