Setup

Automations (no-code)

Build "when X, if conditions, then actions" rules, without any programming.

Automations run actions on their own when something happens in a record. You build them in Settings → Automations, without code.

How an automation is put together

Object: the type of record the rule applies to (e.g. Lead).
When (trigger): "the record is created", "the record is updated", "on a schedule (cadence)", which reprocesses the object’s records every N days, "the record enters a segment" (you choose the watched segment; the rule fires when a record starts matching its criteria) or "N days after a date field" (the rule fires once the date in a chosen field, plus the days you set, has passed).
If (conditions): field comparisons (equals, contains, greater than, is empty, changed…). All must be true; with no conditions, it always runs.
Then (actions): what to do. Set a field value; Create a linked task (with a due date); Notify (bell) the owner or the admins; Advance the opportunity stage; Send an email (to the owner, the admins or the record's own email); Send WhatsApp or SMS (via your Twilio account, to the record's or the owner's phone); Assign an owner (round-robin among active users or a specific user); Call a webhook (POST JSON to integrate with external systems); Create a record of another object — e.g. open an OPPORTUNITY when a lead comes in, already linked to the contact, setting fields like stage, amount and owner (with an option not to duplicate when the automation re-fires); Wait N days (delays the following actions); Fill a field with AI.

Compare against the current day of the month ({{day_of_month}})

In conditions, a NUMERIC field can be compared against today's day of the month using the {{day_of_month}} token in the value (instead of a fixed number). When the automation runs, {{day_of_month}} becomes the current day (1 to 31). Combine it with "scheduled (cadence)" every 1 day to run daily. There are also the operators "greater than or equal to" and "less than or equal to" for numeric fields.

Example: On Contract → When "scheduled" (every 1 day) → If the "Billing day" field is equal to {{day_of_month}} → Then create the task/raise the charge. Each contract fires on its configured day, with no need for a fixed value per contract.

💡 Type {{day_of_month}} in the value field of a numeric condition (the field accepts both a fixed number and the token). It makes the most sense in scheduled automations, which re-evaluate records every day.

The "N days after a date field" trigger

This trigger fires the automation based on a date stored on the record itself. You pick a date (or date-time) field on the object, set how many days to add and, optionally, tick "Business days only" (the deadline then always lands on a working day, skipping weekends and holidays). Once the field's date plus the days you set has passed, the rule runs once for that record. It is checked periodically, so nothing needs to stay open. Each record fires at most once per automation, even if the check runs several times, which prevents sending the same journey twice.

Example: On Subscription → When "N days after a date field" (field "Subscription start", 3 days) → Then send a welcome email to the record. Three days after each subscription begins, the customer gets the email, with no one having to remember.

💡 The option is only available when the object has at least one date or date-time field. If you do not see it, create a date field on the object first.

Fill a field with AI

The "Fill a field with AI" action calls the AI (your BYO-AI key or the system's) with the instruction you write and stores the answer in a record field, so it can classify, summarize or draft automatically. Use {{field}} in the instruction to insert record data (e.g. "Classify this company's segment from {{name}} and {{industry}}"). It runs right after the trigger, without blocking the save; if no AI is configured, the action simply does nothing.

Send WhatsApp and SMS

The "Send WhatsApp" and "Send SMS" actions send a message through your Twilio account (Settings → Integrations → Messages). Pick the target (the record's phone, using the phone or mobile field) and write the text, with {{field}} to insert record data. It also works inside a "Wait N days". Best-effort: with no Twilio account configured or no valid phone, the message is simply skipped and the automation keeps running.

Visual flow mode (new)

At the top of the Automations screen there is a "Classic automation | Visual flow (new)" switch. Classic mode is the "when/if/then" rule editor on this page (unchanged). Visual flow mode uses the FlowBuilder to design the automation as a tree flow, with steps, waits, conditions and Yes/No branches, and every channel (email, WhatsApp, SMS, activities). For now, visual flows are enrolled manually or by segment; event triggers (on record create/update) stay in classic mode. Both coexist and nothing is migrated.

Practical example

Example: On the Lead → When the record is created → If source = "Website form" → Then set status = MQL and create the task "Call within 24h" (due in 1 day).

Enable, edit and track

Each automation has an Active/Inactive switch. Below the list, "Recent runs" shows each trigger (success or error) so you can track what ran.

💡 Actions that set fields do NOT trigger new automations, which prevents infinite loops. And if an automation fails, it is logged in the runs without affecting the record's save.

Stage gates (opportunities)

Gates are pipeline quality locks: conditions that must be met for an opportunity to LEAVE a stage and advance. Until the gate is met, dragging the card on the board (or changing the stage in the form) is blocked with a message explaining what is missing.

Turn the whole concept on or off with a switch. When off, the flow is free again.
EXIT conditions per stage: field filled in / with a specific value (equals, does not equal, contains, greater than, less than) and/or a COMPLETED activity linked to the opportunity (by type and/or a snippet of the subject, e.g. "proposal").
ENTRY activities per stage: when reaching the stage, the system automatically creates the playbook tasks (e.g. "Send proposal", due in 3 days) for the owner. Completing them may be exactly what the stage gate requires to advance.
Bypass roles: the marked roles (e.g. Sales Manager) can move even without meeting the gate, and each bypass is logged in the Audit trail.
Moving a stage back and marking as Lost are always allowed; gates only block ADVANCING.
The automations' "Advance stage" action ALSO respects the gates: if the current stage gate is pending, the advance is DEFERRED (logged in Recent runs) and executes automatically as soon as the requirements are met, that is, when the missing field is filled or the required activity is completed. Role bypass applies only to manual moves.

Example: Gate on the "Commercial proposal" stage: require a completed activity with a subject containing "proposal" plus the "Authority / decision-maker" field filled. On entering the stage, the system creates the task "Send proposal" (3 days). The rep can only drag to "Negotiation" after completing the task and filling the field. A Sales Manager, on the other hand, can move it manually anyway (audited bypass). If an automation tries to advance before that, the advance is deferred and happens on its own the moment the task is completed.

💡 Combine gates with "Required fields per stage" (Settings → Pipelines): required fields ensure data at the stage ENTRY; gates ensure criteria at the EXIT.

💡 Dry-run (Simulate): each automation has a "Simulate" button. Pick a real record and see what the automation WOULD do (each action, with fields already filled in, and which ones would be skipped by condition) without executing anything, sending, or saving.

Open this article inside the system →