Actions Breakdown
Understanding every Action
Actions are triggered automations you can set to occur throughout many areas of the Platform. Some Actions are only available for specific functionalities.
Each Action you configure will have different requirements. The Actions Pane for each section of the platform will tell you exactly what the trigger is for that set of Actions.
CLICK HERE to learn about Trigger/Action Automations
Send email to Assigned Contact(s)
This Action will send an email to the assigned user of what the Action is applied to.
Input a "From Name" and "Subject", and construct the "Body" of your email into a standard WYSIWYG editor.
Email External(s)
This Action 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 into a standard WYSIWYG editor.
IMPORTANT: Using this Action, you cannot select the assigned user of what the Action is being applied to. You will need to use the Send email to Assigned Contact(s) Action in this case.
Email Internal(s)
This Action 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.
Input a "From Name" and "Subject", and construct the "Body" of your email into a standard WYSIWYG editor.
Send email notification
This Action 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 into a standard WYSIWYG editor.
For CRM Intake Forms, an extra option to send an email to the user filling out the form will be available under the To field. This can be used for any selected Role.
Convert to Client
This Action 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 Email Marketing Audience(s) / Remove from Email Marketing Audience(s)
These Actions will either add or remove the user from a Marketing Audience, respectively. You can select multiple Marketing Lists from the dropdown menu.
CLICK HERE to learn about Marketing Audiences
Add to Circle(s) / Remove from Circle(s)
These Actions will either add or remove the user from a Circle, respectively. You can select multiple Circles from the dropdown menu.
CLICK HERE to learn about Circles
Assign On-Demand FLOW
This Action will assign an On-Demand FLOW to the user.
IMPORTANT: Only one FLOW can be assigned at a time. If the user is already assigned one, this Action will not trigger.
CLICK HERE to learn about FLOWs
Apply Event Template(s)
This Action will trigger an Event Template, which will generate an Event for the user. You can select multiple Event Templates from the dropdown menu.
CLICK HERE to learn about Event Templates
Apply On-Demand Invoice Generator
This Action will trigger an Invoice Generator, which will generate an Invoice for the user. Only one Invoice Generator can be assigned at one time.
CLICK HERE to learn about Invoice Generators
Apply Project Generator
This Action 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 Folder Generator
This Action 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 Action 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
Generate Contract
This Action will trigger a Contract Template, which will generate a Contract for the user.
A "Title" is required for the Contract. You will then need to choose what the the data for any Placeholders used in the Contract Template will be pulled from:
Invoice: Since this Action 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 Action is applied to.
Choose a Contract Template from the dropdown menu.
IMPORTANT: Be sure to choose a Contract Template with the correct Placeholders when choosing what to generate the Contract from.
CLICK HERE to learn about Contract Templates
Convert to Invoice
This Action 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 Action 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.
CLICK HERE to learn about Custom Fields
IMPORTANT: This Action cannot be used with the File Upload Custom Field.
Send Portal Access Invitation Email
This Action will send an email inviting the Contact to register into to the Portal. It is only applicable for Contacts in "Not Invited" status.
CLICK HERE to learn about adding new Contacts
Cancel Remaining Events
This Action will remove/cancel any remaining Events in a currently used Event Template for the Assigned Contact(s).
Choose an Event Template from the dropdown menu.
CLICK HERE to learn about Event Templates
Move Deal to Stage
This Action will move a Deal to a specified Stage.
Choose the Deal that you would like to move, and the Stage that you would like to move it into.
CLICK HERE to learn about Deals
Send SMS
This Action will send a text message to the Assigned Contact(s). This Action will only be available if a Twilio Integration is configured.
CLICK HERE to learn about Twilio Integration
You'll first need to choose whether you sending the SMS immediately, after a set amount of time, or on a scheduled date and time.
Type your message, and use the {x} insert Placeholder button when you would like to insert a Dynamic Data Placeholder.
CLICK HERE to learn about Placeholders
You can choose to send an email notification to Staff members if the SMS fails. You can select from Staff Member(s) and/or Team(s).
Send Immediately
If you choose to send immediately, the SMS will be sent when the trigger has fulfilled. There will not be any additional options.
Send Delay
If you choose to send with a delay, the countdown will start once the trigger has been fulfilled.
Input a quantity into the first field, and choose either Minutes, Hours, or Days from the dropdown menu.
Send Schedule
If you choose to schedule the sending, you will be able to either specify the date and time.
If you want to simply input the date value, you can manually input the date using the Date Picker, and select a time from the dropdown menu.
If you have a Date Custom Field you would like to use, you can select this Custom Field from the dropdown menu instead.
CLICK HERE to learn about Custom Fields
IMPORTANT: If you use the scheduling method to send the SMS and the trigger is not completed before the date specified, the SMS will not be sent.