An automation rule watches for something happening to a lead or a deal, checks any conditions you set, and then carries out one or more actions. Rules run on their own, as soon as the event happens.
Creating a rule
Go to Admin panel > General > Automation rules.
Click Add new rule.
Choose whether the rule applies to your leads or your deals.
Under When, pick the event that sets the rule in motion.
Under If, add the conditions a record has to meet. Conditions are optional.
Under Then, add at least one action. Click Add action to add more.
Click Save.
If you leave the name blank, NeetoCRM generates one from the rule you built.
Events that start a rule
For leads, a rule can run when the lead is created, when it is updated, when its name changes, when its status changes, when its owner changes, or when it is re-engaged. A lead counts as re-engaged when it comes in again from a source it already came from, or when it arrives from a second source.
For deals, a rule can run when the deal is created, when it is updated, when its name changes, when its status changes, or when its owner changes.
If you have renamed leads or deals in your workspace, the events use your own names for them.
Conditions you can check
On leads you can check the name, the owner, the status, the source, the tags, and whether the lead is re-engaged. On deals you can check the name, the owner, the pipeline, the status, and the tags.
Name matches on is and is not. Owner, pipeline, status, source and re-engaged match on is. Tags match on contains any of, contains all of, and contains none of. You can add as many conditions as you need.
Actions a rule can carry out
On both leads and deals, a rule can add a note, add tags, remove tags, assign an owner, unassign an owner, send an email to the record, send an SMS to the record, and add a task. A rule on leads can also archive the lead. A rule on deals can also move the deal to a different pipeline or stage.
The email and SMS actions can pull in one of your saved templates, and both support variables such as the contact name and the company name, so each message is filled in from the record it is sent for.
When rules run
A rule runs as soon as its event happens, and it runs again every time that event happens. A rule built on "lead is updated" runs on every single edit to a matching lead, so an email action on that rule sends the same email each time.
To make a rule act only once, have it change something it checks for. A rule that runs when tags contain Post-call follow-up can send the email and remove that tag in the same rule, so the next edit no longer matches.
Actions cannot be delayed or spaced out. A rule cannot send one email today and a second one three days later.
A rule with no conditions runs its actions every time its event happens. Every rule needs at least one action.
Turning rules on and off
The automation rules list shows each rule, whether it applies to leads or deals, and how many times it has run. Use the toggle on a rule to make it active or inactive. Only active rules run.