How to Create an Automation?

An Automation is an automated workflow which is a series of actions which you can set to occur based on a Lead’s behaviour. An automation allows you to connect and build a workflow using the conditions and actions that you provide and the Lead’s behaviour in response to that.

For detailed information on the Automation feature of LeadSquared, refer to Automation feature of LeadSquared .

The following topics are explained in this article:

  • Introduction on Triggers, Conditions and Actions
  • Creating an Automation
  • LeadSquared automation triggers
  • LeadSquared automation conditions and actions
  • Automation Reports
  • Sample automations

Introduction on Triggers, Conditions and Actions

  • Triggers – A trigger is the starting point of an Automation. It is an event which when performed by your Lead starts the workflow for the Lead. Example: A Lead is created in your LeadSquared system, Lead Activity like Form Submission, Page Visit, Lead Added to a list and so on.
  • Conditions – A condition allows you to set the direction of your Automation. Using conditions like If-Else, Wait and so on you can determine the direction of the Automation based on the Lead behaviour. Example: Consider if a Lead is created in your LeadSquared system. Using the ‘Wait‘ and ‘If/Else‘ conditions, you can set a criteria like the below:

Wait for 1 day. After 1 day, if ”Lead Activity = Webpage visited’, send an Email to the Lead. Else, send a notification Email to the Lead Owner requesting to follow up with the Lead.

  • Actions – Actions are the activities that you can set when a Lead satisfies the condition that you provide. Example: Send an Email to the Lead when the Lead submits a form, Notifying the Lead Owner when the Lead is added in your LeadSquared system through SMS or Email and so on.

 Creating an Automation

  • From the Automation window, click Create Automation. The Choose a template to get started pop-up box appears.

create automation

This pop-up box allows you to build an automation from scratch as well as from predefined templates which is best suited for your business requirement. For more information on the other automation templates, refer to Automation Templates 

For better understanding on how to create an Automation, we are going to create an Automation using Build From Scratch. It allows you to create an automation from scratch using triggers, conditions and actions for any requirement without a template.

  • Click Build from Scratch. The How would a lead enter your Automation? pop-up box appears:

LeadSquared Automation Triggers

The above pop-up box allows you choose the trigger or the starting point of your Automation. The different triggers are explained below:

  • New Lead – Select this, if you want an automation to begin when a Lead is created in your LeadSquared system. Example: When a Lead is created you can automate Emails to send to the Lead, notify the Lead owner with the Lead details and so on.
  • Lead Update – Select this, if you want an automation to begin when a Lead is updated in your LeadSquared system. Example: When the Lead location is changed, you can notify the Lead owner with the new location of the Lead or sent an Email to the Lead with the details of your office in the new location and so on.
  • New Activity on Lead – Select this, if you want an automation to begin when the Lead performs a new activity like form submission, webpage visit and so on. Example: When the Lead performs Activities such as Form Submission, Web Page visit and so on, you can automate the introductory and follow-up Emails to be sent to the Lead.
  • Lead Added to List – Select this, if you want an automation to begin when a Lead is added to a particular list in your LeadSquared system. Example: When the Lead is a added to a Priority Lead list, update the Lead Stage of the Lead to ”Customer”. For more information on Lead Stages, refer to Managing Lead Stages.
  • Activity Update on Lead – Select this, if you want an automation to begin when a particular custom or sales activity is posted on a lead. Example: When a custom activity ‘Product Sold’ is added to a lead, change the lead stage from ‘opportunity’ to ‘customer’.

As an example, a ‘sales activity’ is selected as the Activity Type and ‘sales owner’ is selected as the Activity Field. The automation starts when the sales owner value changes from ‘Any’ to ‘James Gunn’.

Note: This trigger is available only for custom activities and sales activities. System activities are not included

  • On a Specific Date – Select this, if you want to start your automation on a specific date. The specific date could be the created on date of your lead in your LeadSquared account or the date of the first landing page submission. This could be used as a condition to to send a welcome Email to the lead when a lead is created or or when a lead submits on a landing page. Click and the following pop-up appears:

Complete the following fields:

  • Lead Field – Select the specific date condition for the lead from the drop-down menu.
    • Create On – This is the date on which a lead is created in your LeadSquared account.
    • First Landing Page Submission Date – This is the date on which the first landing page submission of a lead occurs.
    • Lead Conversion Date – This is the date on which a visitor is converted into a lead in your LeadSquared account.

  • Schedule – Allows you to schedule the automation to start when the date condition is satisfied. You can specify the time to start on the same day of the event. Also, you can repeat the automation annually by checking the Repeat Annually box. If you are selecting Repeat Annually, you can also schedule to start before the event occurs.

Example: Consider that created on date is selected as the Lead Field. You have checked Repeat Annually and selected ‘2 Day(s) before the event at 10:00am’. Once this is selected, and the automation runs annually, the automation starts 2 days before the created on date of the lead.

Note: Additional Conditions can also be provided to check the leads entering into the automation.

Sample Procedure to Create an Automation

As an example, the procedure to create an automation when a New Lead is created is explained below:

  • Click New Lead from the How would a lead enter your Automation? pop-up box. The Create an Automation window appears. This is also called a canvas.

automation get started window

Here New Lead is Automation trigger. When a new Lead is created in your LeadSquared system, the automation starts.

The  edit button button on the top-left corner of the automation window allows you to add the following details:

  • Name – Enter a name for your automation.
  • Description – Enter a brief description for your automation.
  • Starts On – Enter the specific date from which you want to start the automation.
  • Ends On – Enter the specific date to end the automation, if you wish to do so.

edit popup

The add buttomn button below the trigger allows you to add Conditions and Actions to the trigger. Click and the Choose Condition or Action menu appears.

For detailed information on the various conditions and actions, refer to the following:

Conditions in LeadSquared Automation

Actions in LeadSquared Automation

Once you add the required conditions and Actions to your Automation:

  • Click Save. The automation is saved in draft status.
  • Click Publish, if you want to publish the Automation.  The Confirm pop-up box appears.

publish2

The Automation starts from the start date you had specified.

Cloning a Node

You can clone or create a node (action node) in automation by using the using the clone button which you can reuse in the automation:

Once the card is copied, you can reuse it in the same automation. Click  and the paste option appears for the action:

An image of a sample automation created using the procedure above is given below:

final automation

In the above image, the trigger or starting point is Lead Creation. After a time period of 1 day (Wait condition), if the Lead visits your web page (If/Else condition), an Email is sent to the Lead ( Yes criteria). If the Lead does not visit your web page after 1 day (No criteria), a notification Email is sent to your LeadSquared user to follow up.

Once the automation is published, you can make changes to it. To do this:

  • Click Live Edit.

edit and publish

Note: Changes that can be made are only to the content. Additional actions/conditions cannot be added

  • To unpublish and stop the Automation, click Unpublish.

Automation Reports

Reports allows you to analyze the performance of the Automation. It provides you with details like the number of Leads Entered into the automation, number of exit actions completed and so on.

To access the Report of a published Automation:

  • From the Automation window, click View Report under Actions against the required published Automation. The Automation reports window appears:

 

summary

You can view the automations that the lead is part of from the Lead Details window. Please see the below image for reference:

Sample Automations

Similar to the procedure explained in this Help Article, you can create automations for Lead Update, New Activity on Lead, Lead added to a List and so on. The below images helps you to have a better understanding.

Lead Update

lead update

As an example, Lead Update is the starting point of this automation. When the Lead City changes, after a Wait condition of one day, an Email is sent to the Lead with the details of the location. If the Lead opens the Email, another Email is sent to the Lead with further details. If the Email is not opened after one day, a notification is sent to the Lead owner to contact the Lead.

New Activity on Lead

new activity on lead

As an example, New Activity on Lead  is the starting point of this automation. When a Lead satisfies the Met in Tradeshow activity, a Wait condition of one day is provided. After one day, if the Activity of the Lead is Inbound Phone Call Activity, an Email is sent to the Lead with the product details. If not, the Lead Owner is notified with the Lead Name and Lead Phone number to follow-up.

Lead Added to List

added to a list

As an example, Lead Added to List  is the starting point of this automation. When a Lead is added to a Starred Lead list, the Lead Stage is changed to Premium User. Once the Lead Stage is updated, an Email is sent to the Lead with the benefits of being a premium user of your product.