How To Create An Automation

In this guide we are going to go over how to setup an automation. The automations may seem complicated but once you get the hang of it, they become very simple. For this example we are going to cover how to send out an email or SMS to your client when they get a new form submission. First click CRM in the left navigation, then click automations. From here we will select New Automation.

You will see several templates popup that can be very helpful to give you a good starting point for what you are trying to do.

However, for this example we are going to start with a blank one so we can understand how each step works.

After selecting to create a blank one, you will then move into the automation builder. From here the first thing we should do is name the sequence. This is very important as once you start creating several automations, if you did not name them, it will be hard to determine which one is doing what. For this one I named it Form To Text (Clients Name) that I way I know what this automation is doing as well as who its going to.

Now we will select a trigger.

We have a lot of options when it comes to triggers, however since this automation we are doing a form to client we will select "New Form Submission" as our trigger. This is saying whenever a new form submission comes in, it will then do the next steps which we will setup later. If you were setting up an automation that will text your client when they miss a call, then we will select new phone call as the trigger and add a status = missed filter in the next step.

Now that we have selected a trigger, we will then want to add a filter. These filters are very important. For example, if we created an automation that has a trigger of new form submission, but dont add a filter for the company, then this automation will trigger when a new form comes into any company into the system.

So for this example we will add a company filter.

Our filter will be Company is equal to (Your Website). What this does is it tells the system to only trigger this automation when a form comes in from this specific website. This is important to do as your sites will likely have different forms, and we will also want to personalize these messages. So its good to have a different automation setup for each website.

Now we can choose what we want to have happen after a form comes in for that site. For this example we will send out an email. But you can also send out a text message or both.

You can customize the subject line of your email.

As well as customize the sender name. If you are sending this to your client you may want it to to say your name or your business name. If you are sending this to a lead, then you may want it to say the name of the company they called.

Then we need to specify where this email is going to go. Since this automation is setup to send form submissions to our client, we need to change the recipient to be the client.

Click the dropdown and select use clients email address. (This email is pulled from their user account.)

Then a new box will appear that will allow you to select which client you want it to go to. You can also select multiple clients, or add yourself.

Now we will want to customize the message that goes to the client.

Here i wrote a short script so they know what the email is about.

Then I am going to start dragging over variables from the side into the message box.

As you can see, I dragged over the First Name, Last Name, Phone, Zip Code, and Message field. But you will want to drag over the fields that match what is on your form. If you have any custom fields, you can find them in the "Custom" tab.

Now it may be a good idea to write out what this field is going to be next to the variable as seen in the image below. This is because when the email goes through to your client it will look like this: First Name: John Last Name: Doe Phone: 7026136261 Instead of it looking like this: John Doe 7026316261