Step types
| Step | What it does |
|---|---|
| Action | Does one thing, for example adds a tag or sends an email |
| If/else | Checks a condition. The run takes the Yes path or the No path. |
| Wait | Waits for a time, for example 3 days |
| Wait until | Waits until a condition is true. After a time limit, the run takes the other path. |
| Split test | Sends a part of the runs on path A and the rest on path B |
| Goal | Ends the wait when the goal is met. A run before the goal jumps to it. |
| Go to | Jumps to another step, also an earlier step |
| End | Ends the run |
A run can take up to 1,000 steps. This stops a loop that does not end.
Add a step
Choose + where the step goes. The list shows the steps that fit what the automation works on. The start triggers decide this. Read Triggers.
Actions
| Action | Works on |
|---|---|
| Set a field | Contacts, deals |
| Add or remove a tag | Contacts. In a deal automation, the primary contact. |
| Assign an owner | Contacts, deals |
| Move to a stage | Deals. In a contact automation, their most recent deal. |
| Mark won or lost | Deals. In a contact automation, their most recent deal. |
| Create a deal | Contacts |
| Create a task | All |
| Add a note | Contacts, deals |
| Add to or remove from a list | Contacts |
| Send an email | Contacts. In a deal automation, the primary contact. |
| Prepare a saved response | Contacts. Makes an email for the agent to edit and approve. |
| Send a message | Contacts, deals. A dated email from the owner or coordinator. Use your own words or a saved response. Read Messages. |
| Notify the team | All. The email goes to your team, never to the contact. |
| Send a webhook | All |
| Start or stop an automation | Contacts, deals |
| Run a connected app | All |
| Ask the Assistant | All. Read Assistant steps. |
Create a task
A task step makes a task. Set its title, due day, priority and assignee. You can also add:
- Description: what to do. It can use fields from the record.
- Tags: words that group tasks. A Task is done trigger can start on a tag.
- Done when: a fact about the workspace, such as Google Analytics is connected. The task closes itself when the fact is true. People can still mark it done.
If no one has the assignee's role, such as the deal owner, the task goes to the default person. With no default person, the task waits and shows Needs: Deal owner. See Choose default people.
On a deal, a task can also have Built-in work, such as Introduction emails. Berchtold then does that work on the task, and the task's person sends the email. To give it to the deal's coordinator, choose The deal's coordinator (else the owner). See Built-in work on deal tasks.
Steps on the other record
A deal automation can work on the deal's primary contact. The picker shows these steps with "(primary contact)".
A contact automation can work on the contact's most recent open deal. The picker shows these steps with "(their most recent deal)". A contact with no open deal skips the step. The run goes on.
Some steps fit both records, for example Set a field, Create a task and Add a note. Open the step and choose the record under Runs on.
When the start triggers change
A new start trigger can change what the automation works on. For example, you add a deal trigger to an automation with contact steps. The steps stay. The steps that do not fit show Needs a fix and go on the list Before you publish. Change them or delete them.
Texts that use the record
A task title, a note or an email to the team can use values from the record and the run. Type the value in double braces:
{{contact.first_name}}for the first name of the contact.{{deal.title}}for the title of the deal.{{agent.name}}for the owner of the record.{{trigger.answers.message}}for an answer from a form.{{steps.summary_step.summary}}for the result of an Assistant step.
Add a value to use when the field is empty: {{contact.first_name|there}}.
Email and consent
An email step sends a published email template. It goes only to people who may get email from the list you choose. A person who unsubscribes from all email can leave the run. You choose this in the automation settings.
Prepare a saved response creates a personal email from the subject and message you write. It fills in contact and property fields. It waits for the contact's agent. They find it in Inbox → Messages to approve and in the contact's Messages, where they can edit it. Every response waits until the agent selects Send. Don't send, or seven days with no decision, skips the email. Contact email restrictions still apply when the agent sends it.