Over the past 6 months, NetHunt team has been working on the new automation feature aimed at automating repetitive, manual tasks, streamlining your work and improving your productivity.
In this article, you will find detailed instructions on how to use it and when you can use it. While the use cases described in this article cover main scenarios, we encourage you to be creative and try to apply this automation feature to your business workflows even if they're not listed below.
Important: you can access this feature from both your Gmail, and the web application.
Where can I find the automation feature?
There's a new item in your left-side navigation panel called 'Workflows'.
Please note: the 'Workflows' name will be changed after the beta before public release.
What can I automate?
Lead nurturing drip campaign
Send an email sequence triggered by the change in Status (or any other field); stop when an email is received from a contact record, or a contact record is moved to another Status (or the field is changed).
Go to 'Workflows' and click '+NEW' in the upper right corner. Name your workflow and click 'CONTINUE':
Creating a starting trigger
To start creating a workflow, click the 'Add starting trigger' button:
Pick a trigger that will start the workflow:
In this case, we're picking 'Field value changes'. Then chose the folder and the field:
'Run once per record' means that the current workflow will be executed only once for any given record regardless of how many times the selected field has been changed.
Depending on the workflow type you might want to check or uncheck this box.
If you don't specify change, the workflow will be triggered by any change in the selected field. In our case, we will need the workflow to run when there's a specific change in the Status field, therefore we check the 'Specify change' box:
And we're defining a specific change in the Status field that would trigger our workflow: when a Contact is being moved from New to Lead.
Now, we have out starting trigger. You can rename it or delete it by clicking the three dots. If you need to edit this step, just click the whole box.
Creating a condition to stop
In order for Contacts to fall out of this workflow, we need to set a condition to stop. In our case, we have two:
- If the Contact has a new incoming email linked to it
- if the Status has been changed once again
To do this, we're splitting our workflow into 3 branches:
- the main one - Branch A
- the one that will be checking for an incoming email - Branch B
- the one that will be checking for the Status field change - Branch C
Here's what we've got:
In the Branch B, we add action 'Wait for email' and click 'SAVE':
In the Branch C, we add action 'Wait for update' in the Status field from Lead to Any value:
And here's what we get:
It's time to add the action that we've created a trigger for. And we will be using the Branch A for that. Click the 'Add action' button and pick the required action type:
We would like to send emails, therefore we pick 'Send an email':
- In the 'From' field, pick a person you would like to send the email from.
If, for example, you have multiple Sales Managers in your team and would like each Contact to be emailed to by its own Manager, check the 'Personalize sender' box and pick the required field.
- In the 'To' field, pick the email address field to send the email to.
- Enter the Subject and the Email text. You can use templates and insert macroses if you need to.
- And hit 'SAVE'.
Let's also add a couple more emails the same way:
Let's also add some waiting time between the emails, as we do not want them to be sent one right after another:
Click on the '+' sign after the first email and pick 'Wait for (time)':
Then we type in '3 days' and hit 'Save'.
In order to complete the workflow, in the end of every branch we need to add action 'End workflow'.
This is what it'll look like:
Finally, hit 'ACTIVATE' to launch the new workflow.
Once the workflow is active, you will be able to:
- edit it;
- view the number of actions performed on each step;
- view workflow and error log;
- deactivate it.
Capture leads via webform
We're starting by creating a new workflow:
Starting trigger would be 'Webhook event received':
Copy the unique webhook URL for this workflow and paste it into the webform you're using.
Then test it by filling in the form and submitting test details. Go back and hit Refresh:
The test is successful, you may now hit 'SAVE'.
Now, we're adding an action 'Create new record':
Specify folder and fields and hit 'SAVE':
And finally, we're adding 'End workflow':
Here're some other scenarios that you can use automation feature for:
- Create new record triggered by a change in field. E.g., create a new deal once Contact's status is changed from Lead to Prospect.
- Send an notifications to Slack channel or email notification to a person triggered by a field update. E.g., the deal stage is changed to Lost - send email notification to Sales Team Lead. OR deal stage is changed to Won - send notification to Slack channel.
- Assign a record to a specific Manager when a field is updated. E.g., a Contact has been qualified as a Partner and it's status is now changed to Partner. This Contact is therefore automatically assigned to a Partner Manager in your team.
- Be creative! :)
- Almost no error handling/notifications ATM (will be fixed within a week).
- No limitations in terms of the number of actions, number of workflows, etc. regardless of the subscription plans (while the feature is still in beta).
- No permissions check. So far automation feature is available to workspace admins only.
How to send feedback
We will be asking you to fill in the questionnaire after the testing is done. In the meantime, if you have any questions or suggestions, please email us at email@example.com with 'CRM automation beta testing' in the subject line.