What an automation is
An automation does work for you. It has start triggers and steps. A start trigger starts a run. The run goes through the steps in order.
You do not choose what an automation works on. Its start triggers decide it:
- Contact triggers, for example a form or a tag. Each contact goes through on its own.
- Deal triggers, for example a stage or a deadline. Each deal goes through on its own.
- Triggers with no record, for example a schedule that runs once. The automation runs once each time it starts. Use it for reports and for Assistant work.
An automation with no start trigger works on contacts. People add contacts to it by hand.
Make an automation
Go to Automations for your brand. The list shows each automation that you can see.
Choose Start from scratch. The builder opens with an empty automation. Or choose a template that has the steps ready.
Type a name. You can add a label, for example "Stay in touch". You can also add a description for your team.
Choose Save draft. You can save a draft that is not complete. A draft does not run.
The list Before you publish shows what the draft still needs. Choose Show the step or Show the trigger to go to an item.
When the list is empty, choose Publish. New runs use the published version. Runs that started before keep their version.
Before you publish
A draft can have empty choices, for example a template it skipped or a list that is not chosen. The builder lists each one under Before you publish. The step or trigger with the problem shows Needs a fix.
Publish stays off until the list is empty. When you save, we check the draft again. The list also shows what that check finds.
Describe it to the Assistant
At the top of the list, describe what you want to automate. The Assistant suggests start triggers and steps. The suggestion opens in the builder as a new draft.
Check each step. Answer the questions under Questions to check. Nothing is saved until you save the draft.
Do not type passwords or keys in the description.
Change, pause and delete
- Pause stops each run at its next step. Start lets the runs continue.
- Duplicate makes a copy as a new draft.
- Delete stops its runs and removes it. You can't get it back. Tasks, notes and emails it made stay on the records.
- Versions shows each published version and who published it.
- Runs shows each run of the automation. Read Activity and runs.
Add contacts by hand
Next to the start triggers, the builder shows Add contacts to this automation. A deal automation shows Add deals to this automation.
Choose it. Then choose up to 100 records. Each record starts its own run. This works for each published automation that is on. The start triggers do not matter.
An automation that runs once each time it starts has Start now at the top of the page.
Test with a record
Open the menu of the automation and choose Test with a record. Choose a contact or a deal. You see the steps that the record would take. Nothing changes, and no email goes out.
Who can do what
- An agent makes and changes their own automations. These run on the agent's records.
- A brokerage program runs on the records of each agent. To make or change a program, you need configure permission.
- An agent can turn a program off for their own contacts.
- If a program sends an email, an agent can send their own published email.