Automations Overview
Vaasu Guduguntla
Last Update vor 15 Tagen
Instead of manually following up, sending the next step, or creating reminders, you can build a workflow that moves things forward automatically based on what happens in your business.
What automations do
An automation starts with a specific event, like a form being submitted or a payment coming in.
Once that happens, the automation follows the steps you've set up. It can send something, wait, check a rule, or move into the next step based on what's true.
That means you can build flows like:
When a lead submits a form → wait 1 day → send a follow-up email → create a task
It helps you stay consistent without having to remember every next step yourself.
The main parts of an automation
Trigger
A trigger is what starts the automation. This is the event that tells the workflow to begin.
Examples include things like:
- a contact form is submitted
- a brochure form is submitted
- a contact is created or updated
- a project is created, updated, deleted, or moves to a new stage
- a task is created, updated, or completed
- a document is created
- a file is completed (contract signed, questionnaire submitted, etc.)
- a payment is received
- a scheduled date or time arrives
Action
An action is what the automation does. This is the part that actually moves work forward.
Examples include:
- sending an email
- creating a task
- sending a document
- updating a project stage
- sending information to another tool
Condition
A condition lets the automation check something before it continues. This helps the workflow make smarter decisions instead of treating every situation the same way.
For example, you might only want the next step to happen if:
- a client selected a certain option
- a project matches a certain type
- an answer contains specific information
Wait
A wait step pauses the automation before the next step happens. This is useful when you don't want everything to happen immediately.
For example:
- wait 1 hour
- wait 1 day
- wait 3 days
- wait 1 week
Why automations matter
Automations help you:
- save time on repetitive work
- create a smoother client experience
- stay on top of follow-ups
- keep your process moving
- reduce things slipping through the cracks
They're especially helpful when your business has steps that happen often and usually follow the same pattern.
Great use cases for automations
Automations work well for things like:
- following up after a lead form is submitted
- sending the next document after a client takes action
- creating internal tasks when a milestone is reached
- reminding yourself about time-sensitive work
- guiding a process from one stage to the next
A good way to think about it
Automations are not about replacing your judgment. They're about removing the repetitive parts of your workflow so you can spend more time on the parts that actually need you.