No-Code Automations Breakdown

Understanding every Automation

You can set triggered Automations to occur throughout many areas of the Platform. Some Automations are only available for specific functionalities.

Each Automation you configure will have different requirements. The Automations Pane for each section of the platform will tell you exactly what the trigger is for that set of Automations.

CLICK HERE to learn about No-Code Automations

Send email to Target

This Automation will  send an email to the "Target" of the Automation.

Input a "From Name" and "Subject", and construct the "Body" of your email in a standard WYSIWYG editor.

Email External(s)

This Automation will  send an email to a Contact or Circle in the platform. You can select multiple Contacts and Circles from the respective dropdown menus.

Input a "From Name" and "Subject", and construct the "Body" of your email in a standard WYSIWYG editor.

IMPORTANT: Using this Automation, you cannot select the assigned user of what the Automation is being applied to. You will need to use the Send email to Assigned Contact(s) Automation in this case.

Email Internal(s)

This Automation will  send an email to a Staff Member or Team in the platform. You can select multiple Staff and Teams from the respective dropdown menus.

You can choose from your Users or Teams from the 'make a selection' boxes.  Alternatively, you can toggle the options to send the email to the Targets Coordinator and/or Salesperson.

Then Input a "Subject", and construct the "Body" of your email in the WYSIWYG editor.

Send Email Notification

This Automation will  send an email to a user of your choice. It is exclusive to Forms and can be used to send an email to a Contact, Staff Member, or an email outside of the platform.Input a "From Name" and "Subject", and construct the "Body" of your email in a standard WYSIWYG editor.

To send an email to the Target filling out the form will be available under the To field. This can be used for any selected Role.

Convert to Client

This Automation will  convert a Prospect to a Client. If the Contact is already a Client, it will not trigger.

You can choose to send the Prospect a Notification to inform them that a change was made in their account.

CLICK HERE to learn about Contact Roles

Add to Audience(s) / Remove from Audience(s)

These Automations will either  add or remove the user from an Email Marketing Audience, respectively. You can select multiple Audiences from the dropdown menu.

CLICK HERE to learn about Email Marketing Audiences

Add to Circle(s) / Remove from Circle(s) 

These Automations will either  add or remove the user from a Circle, respectively. You can select multiple Circles from the dropdown menu.

When removing from Circles you also have the option to click the toggle to remove the user from all Circles. When toggled on the dropdown menu will disappear. 

CLICK HERE to learn about Circles.

Manage On-Demand FLOW 

This Automation will  assign an On-Demand FLOW to the user.

IMPORTANT: You can assign multiple On-Demand FLOWs.

CLICK HERE to learn about FLOWs.

Apply Event Generator(s) 

This Automation will  trigger an Event Generator, which will generate an Event for the user. You can select multiple Event Generators from the dropdown menu.

CLICK HERE to learn about Event Generators.

On-Demand Invoice Generator

This Automation will  trigger an Invoice Generator, which will generate an Invoice for the user. Only one Invoice Generator can be assigned at one time.

If you select an On-Demand Generator with Dynamic Items they will be listed below. To open up additional options regarding these items simply click on the item.

The Quantity, Rate, and Discount Value can all be Static Numbers or Custom Fields. If they are static numbers you will enter that number in the field next to it. 

If you select Custom Field a dropdown will show up next to it allowing you to select which Custom Field you would like to use.  

Hide Item if Value is 0: if enabled when the Invoice is generated the Dynamic Item will be hidden if the value is 0.

Use Calculations: if enabled you will be able to calculate a value using a Custom Field.

*Dynamic Items are only available on the Pinnacle Plan level

CLICK HERE to learn about On-Demand Invoice Generators.

Apply Project Generator

This Automation will  trigger a Project Generator, which will generate a Project for the user. Only one Project Generator can be assigned at one time.

CLICK HERE to learn about Project Generators.

Apply Task Template

This Automation will  trigger a Task Template. 

Task Template: Select your Task Template from the dropdown.

Based on Date: This is the date to which the relative due date will be applied. If the relative due date is in two days you can set the Based on Date two days in the past to make this Task due on the current date. If the relative due date is in two days you can set the Based on Date for the current date and the Task will be due in two days.

Apply to: You have two options. You can apply it to the Contact's most recent Project or find the Project based on the title.

IMPORTANT: When finding a Project based on the title search by the first few letters of the first word of the Project. If there are multiple Projects that start with the same name or the same few letters it will select the most recent one. If you have a Project that has multiple words in the name, for example: Web Development Build you will only be able to find this Project by searching for WEB. Searching Development or Build will not bring this Project up as that is not the first word in the title.

Project Status: The status that you set here will be the updated status of the Project after the Task Template has been applied. If you have custom Project statuses they will be listed in this dropdown.

CLICK HERE to learn about Task Templates.

Apply Folder Generator

This Automation will  trigger a Folder Generator, which will generate a predefined folder structure for the user. Only one Folder Generator can be assigned at one time.

CLICK HERE to learn about Folder Generators.

Set Coordinator

This Automation will  set the Coordinator for the user. If the user already has a Coordinator, it will be replaced with the one set here.

CLICK HERE to learn about Coordinators.

Set Salesperson

This Automation will set the Salesperson for the Contact/Company. If the target already has a Salesperson, it will be replaced with the one set here.

IMPORTANT Be aware that changing a Target’s Salesperson can have an automated downstream effect, depending on your specific choice of Exclusive Mode vs. Shared Mode as it relates to Salesperson Visibility.

CLICK HERE to learn about the Salesperson Role.

Add/Remove Tags

This Automation will  Add and/or Remove Tag(s) from a Target. You can also use this Automation to delete all existing Tags that are assigned to that Target.

Generate Document

This Automation will  trigger a Document Generator, which will generate a Document for the user.

A "Title" is required for the Document. You will then need to choose what data for any Placeholders used in the Document Generator will be pulled from:

Invoice: Since this Automation is only available for use with an Invoice, Invoice Generator, or Estimate, the Invoice (or generated Invoice) is what the data will be pulled from.

Contact: The assigned user of what the Automation is applied to.

Choose a Document Generator from the dropdown menu.

IMPORTANT: Be sure to choose a Document Generator with the correct Placeholders when choosing what to generate the Document from.

CLICK HERE to learn about Document Generators.

Convert to Invoice

This Automation is exclusive to Proposals and will  convert the Proposal into an Invoice. It will automatically be assigned to the user.

Invoice Title: The name of the Invoice that will be created.

Relative Due Date: Set the number of days after the Invoice is created that payment will be due.

Available Gateway(s): A Gateway is required for your Client to pay online.

Send the Client an email notification: Send the Client an email notification once the Invoice is created.

Redirect the Client: Automatically redirect the Client to the Invoice once the Proposal is signed.

Use a third-party link to payment: You can set a custom third-party link for payment. Note: Payment will not be tracked and will need to be recorded manually.

CLICK HERE to learn about Proposals

CLICK HERE to learn about Invoices

Set Custom Field Value

This Automation will  change the value in the Custom Field for the Assigned Contact(s).

Choose a Custom Field from the dropdown menu, and input the new value in the populated field. You can choose multiple Custom Fields.

You can also set a Custom Field for the Contact's Salesperson and / or Coordinator.

TIP: If you are using a "Number" type Custom Field, you are able to apply simple addition, subtraction, multiplication & division math in the following format: [[current_value]] + xx ~OR~ [[current_value]] - xx (Ex. to add 100 to the current value stored in the Custom Field, enter: [[current_value]] + 100).

ESTIMATES & INVOICES: In specific Automation locations related to Estimates and/or Invoices, you can also include placeholders in the Custom Field Math that reference the total of an Approved Estimate or an Invoice Payment. For the total of an Invoice Payment, use [[inv_payment]] or [[est_total]]

For example, if your Salespeople receive 25% commission on Invoice Payments received from their assigned Clients, you would add the following to 'Configure Automations' on the Invoice or Invoice Generator.

If the Client has a Salesperson assigned to them, the Salesperson's 'Commission' Custom Field will be updated when the invoice is paid.

CLICK HERE to learn about Custom Fields

IMPORTANT: If you update the same Custom Field for Salesperson and Coordinator you can add different values for the Custom Field, however if the Salesperson and Coordinator are the same person, the Automation will automatically override the first value with the last value i.e. in the above example the Weekly Meeting Custom Field will show as Monday 9am.

IMPORTANT: Automation cannot be used with the File Upload Custom Field.

Custom Field Math Operations

Within the Set Custom Field Value Automation option you can perform simple math operations in a Number type Custom Field.

You can use the Current Value as the base operator using [[current_value]]. You can then add or subtract a number from this Current Value.

An example would be if you wanted to add 100 to the Current Value in the Custom Field "Number of Apples" you would add into the Automation Widget: [[current_value]] + 100

This means you have the power to imagine and create any type of "Rewards", "Gamification" or "Points" system and easily add or subtract value from a Target's total when a specific Trigger is activated.

Custom Field Date Operations

Automation for Custom Fields that are 'Date Types' enables you to add a  Specific Date, add the Current Date or Enable Date Calculations.

Specific Date: Use the Date Field to add your desired date.

Current Date: Toggle the Current Date button to show the date the automation was triggered

Enable Date Calculations: Toggle the Date Calculations button to perform simple math operations in a Date type Custom Field.

You can use the Current Value as the base operator using [[current_value]]. You can then add days, months, or years to this Current Value.

An example would be if you wanted to keep track of a membership. You can set an Automation to update this field when an Invoice is paid. Then you would be able to keep track of this visually by adding one month to the Current Value in the Custom Field "Paid through Date" which would be written like this: [[current_value]] + 1m.

If you "Enable Date Calculations" when working with a "Date" type Custom Field, you are able to modify the date by adding days, weeks, months or years in the following format: [[current_value]] + 1d ~OR~ [[current_value]] + 1w ~OR~ [[current_value]] + 1m ~OR~ [[current_value]] + 1y ~OR~ [[current_date]] + 1d (Ex. to add 1 year to the date value stored in the Custom Field, enter: [[current_value]] + 1y)

Send Portal Access Invitation Email

This Automation will  send an email inviting the Contact to register into the Portal. It is only applicable for Contacts in "Not Invited" status.

CLICK HERE to learn about adding new Contacts

Cancel Remaining Events

This Automation will  remove/cancel any remaining Events in a currently used Event Generator for the Assigned Contact(s).

Choose an Event Generator from the dropdown menu.

CLICK HERE to learn about Event Generator

Move Deal to Stage

This Automation will  move a Deal to a specified Stage.

Choose the Deal Category that you would like to move and the Stage that you would like to move it into. This will move ALL Deals associated with that Category and the Target User.

CLICK HERE to learn about Deals

Create a New Deal

This Automation will allow you to  create a Deal.

Name your Deal then optionally enter details about it. Next, choose the Deal Category.  You can enter an expected date by which you will close the deal by selecting days, weeks, months, or years and inputting how many. For instance, you could put 12 in the first line and select weeks from the dropdown indicating that you expect this deal to close in 12 weeks.

Enter your expected value and preferred currency then select the  Stage you would like to start this deal at. You can individually assign Followers or choose All Staff. The toggle allows you to choose whether or not Followers will receive a notification about the creation of this deal.

CLICK HERE to learn about Deals

Recurring Invoice Generator

This Automation will assign a  Dynamic Recurring Invoice Generator to the user.

CLICK HERE to learn about Recurring Invoice Generators.

Accumulating Invoice Generator

This Automation will assign a  Dynamic Accumulating Invoice Generator to the user.

CLICK HERE to learn about Accumulating Invoice Generators.

Grant LMS Product / Remove LMS Product

This Automation will either  add or remove ownership of an LMS Product from the Assigned User. You can select multiple LMS Products from the dropdown menu.

CLICK HERE to learn about LMS Products.

Webhook Notification

This Automation will fire a webhook to your endpoint. A webhook notification is a message indicating that a specific event has occurred. When the event occurs a notification is sent via HTTPS POST to the destination URL of your choice.  Enter your Destination URL into the empty field. In the Event field, you have the option to assign any string to be used as an event signifier. 

By clicking the PLUS symbol you can add multiple Webhook Notifications to fire to your endpoint.

Add to Checklists / Remove from Checklist

This Automation will either add or remove checklists from the assigned User. You can select multiple Checklists from the dropdown menu.

By adding your checklist via automation you will create a standalone checklist for your User within their Portal.  Notification of the assigned checklist will be sent via email to the User with a login link.

CLICK HERE to learn about Checklists

Add to Community/Space or Remove from Community/Space

This Automation will either add or remove Contacts from a Community or Space. You can select multiple Community/Spaces from the dropdown menu.

When you add a Target to a Community, they will automatically have access to all Public Spaces.
Use this selector to choose which Private Spaces the Target will have access to.

When removing from the Community/Space you can also choose to remove from All Private Spaces or All Public & Private Spaces

CLICK HERE to learn about Communities

Manage Subscriptions

You can cancel an existing Subscription or cancel an existing Subscription and active a replacement Subscription Plan.

IMPORTANT All new Subscriptions will be assigned to the most recent Payment Method that was successfully used by the Target. Because Automations run in the background, it is impossible to allow the Target to enter or choose a Payment Method, so for this reason, the platform will automatically assign the Target's most recent Payment Method used to successfully start a Subscription.To use the Subscription Plans functionality, you will need to have either Stripe, Stripe ACH, Authorize.net, or Braintree configured as one of your Payment Gateways.

CLICK HERE for more information on Subscription Plans.