Status Editor - Auto Actions

Auto-Actions will complete actions automatically based on the status of a particular Opportunity Type.

What are some examples?

For example, you can set up an Auto Action so that when a New Lead changes to the Appointed status the following actions occur automatically:

• a SMS is sent to the Broker.

• an email is sent to the Clients introducing the Broker.

• the Lead Task Template is applied to the Opportunity.

Auto Action Tutorial

The following tutorial explains how to set up Auto Actions in the Status Editor. 

Setting up Auto Actions

1. In the Admin tab, select CRM Settings in the left-hand panel.
2. Click on Status Editor.
3. Choose the Opportunity Type from the drop-down box.
4. Highlight the Status.
5. Click the green plus symbol to add a new Auto Action.  
6. Choose the Action Type from the drop down box. There are 3 choices:
   • Email
   • SMS
   • Task Template

Setting up an Email Auto Action

1. Click the Action Type drop-down box and choose Email.
2. Click the From drop down box and choose who the email will be sent from.
3. Click the To drop down box and choose who the email will be addressed to.
4. Give the email a title in the Subject field.
5. Click the Email Template icon to attach an Email Template. Refer to Creating Email Templates.
6. Enter the body text. 
7. Click the Insert Tag drop-down list to add a tag. This will automatically pull data from your Opportunity or People record. eg. {{firstname}} will insert the recipient's first name automatically. 
8. Click Save. 

Note : If the email template for the auto action has been updated. You will have to update the auto action Email also with the updated email template that you will use as it will not automatically update the template set on the Auto actions

1. 
2. Tick the Active checkbox to activate the Auto Action.

Setting up an SMS Auto Action

1. Click the Action Type drop-down box and choose SMS.
2. Click the From drop down box and choose who the SMS will be sent from.
3. Click the To drop down box and choose who the SMS will be sent to.
4. Enter the message.
5. Click the Insert Tag drop-down list to add a tag. This will automatically pull data from your Opportunity or People record. eg. {{firstname}} will insert the recipient's first name automatically. 
6. Click Save.
7. Tick the Active checkbox to activate the Auto Action.

Setting up a Task Template Auto Action

1. Click the Action Type drop-down box and choose Task Template.
2. Click on the Task Template  icon to choose the Task Template you wish to add as an Auto Action. Double click to choose. Refer to Creating a Task Template.
3. The actions associated with the Task Template will display in the Template Comments section.
4. Click Save.
5. Tick the Active checkbox to activate the Auto Action. 

Auto Action Prompt

Once Auto Actions are set up, you will be automatically prompted to perform them when you change the status of your Opportunity.

1. Open the Opportunity.
2. Click the green arrow icon next to Current Status. 
3. Choose the New Status from the drop down box. Click Change Status. 
4. An Auto Action prompt window will appear. Here you can:
   • review each Auto Actions by highlighting it in the left hand panel.
   • untick the Active checkbox to disable the Auto Action.
   • add attachments in the Attachments tab.
5. Click Process Selected Actions.