Create a task, notify the owner, email the contact or hand a deal to a teammate when a deal is created, moves, closes or goes quiet.
What it does
A deal automation rule says "when this happens to a deal, do that". Rules run on their own in the background, a moment after the change. They act on deals only. For estimates, proposals, engagements and other records, use Workflows.
When a rule can fire (triggers)
- New deal is created: when a deal is added to the board.
- Deal moves to a stage: every time a deal enters a stage. Optionally pick the stage it enters, and the stage it came from.
- Deal is closed (won/lost): when a deal moves into a stage marked won or lost. A move into a won or lost stage also counts as a stage move, so both kinds of rule can fire.
- Deal has had no activity for a while: checked once a day for open deals (not won, not lost). Choose the number of days, 14 by default. Activity means a stage move, an edit to the deal, or a note, call, meeting or email logged on it. The rule fires once per quiet spell; it fires again only after the deal has had new activity and then gone quiet for the same number of days again. Things automation itself adds to the deal do not count as activity.
What a rule can do (actions)
- Create an activity: adds a note, call, meeting or follow-up to the deal.
- Create a task: a task linked to the deal, assigned to the deal owner, with a due time in hours.
- Notify the owner: an in-app notification to the deal owner. A deal with no owner sends nothing.
- Email the client: an email to the deal's contact, or to the deal owner. It goes out through your firm's own email setup when one is connected. Nothing is sent when the deal has no contact email.
- Assign a new owner: makes a chosen teammate the deal owner, logs a note on the deal and notifies them.
Actions that were removed
Update priority is gone. Deals have no priority field, so it never did anything. Rules that were saved with it are kept, shown with a warning that they do nothing, and cannot be switched back on; delete them or recreate them with another action. New rules cannot use it.
Placeholders
In titles, messages and emails you can use {{deal_name}}, {{stage_name}} and {{from_stage_name}}. They are filled in when the rule runs.
Create a rule, step by step
- Open Deal Automation from the Sales Config group of the sidebar. If you do not see it, you have no deals yet: go to Settings, find Deals pipeline and switch on "Use deals pipeline", or open /deal-automation directly.
- Click New rule and give it a name you will recognise, such as "Chase quiet deals".
- Under When, pick the trigger and any stage or number of days it needs.
- Under Then, pick the action and fill in its details.
- Click Create rule. Use the switch on the rule to pause or resume it, and the bin to delete it.
Tip: estimates and engagements
Deal Automation does not see estimates, proposals or engagements. If you sell with quotes rather than deals, build the same ideas in Workflows (for example "when an estimate is accepted, create a task"). The Sales pipeline quotes board and the forecast need no setup at all.