Using the automation editor
By selecting a template or by creating a new automation, you will be redirected to the Automation Editor, where you can change the name, owner, and description of the automation. The maximum number of characters in the description is 1,000.
The first step is to set up the Trigger, which defines what will start the automation. In our case, it is "New Lead is created". In the advanced settings, you can choose one of the options, e.g., that the automation can only be triggered by selected users (initiators).
In the condition (second step), you decide which conditions the Lead must meet in order for the Task to be created. In our case, the Task will be created if the Lead's Contact Source is a "Reference" or the Priority is "high".
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For the pre-filled first condition where the "Contact Source" is, you need to modify the logical operator to is and select the value "reference".
- Then add a second condition using the + OR button. Select "Priority" from the list of fields, select the logical operator is and the value "High".
Setting the conditions this way means that at least one of them must be met in order for the new Task to be created from the Lead.
This is followed by the action (third step) » a new Task is created. Some values are already filled in here.
For the new Task, you can select values from picklists (e.g., priority, deadline and the time, date from and the time, or duration) or fill them in manually. The Task will contain the same field names as those found when creating a Task in Raynet.
You can also add values (variables and functions) related to creating the Lead via the Select values from previous steps button.
You can add pre-filled values into the template.
In the Task Subject, there is a variable "Subject" that pre-fills the name of the created Lead.
For the Task Author and Task Resolver, the "Owner" variable is pre-filled with the creator of the Lead.
The security level includes the "Security level by owner" function. This function is pre-filled, no matter what the security level of the owner is.
Note: The owner may have a different security level than Shared when the task is created.
In the other fields, e.g., for a Lead, the variable "Lead" from step 1 (trigger) is added to the context of the Task.
You can add more fields to the task, for example, the category or tag.
After saving all the steps, you can run a free automation test to check if the steps behave as intended. You can skip the test and go straight to the full activation.
You need to select an automation test initiator who will start the test.
Once the test is running, the system will wait for the trigger from step 1 to be executed in order to start the automation.
When the automation is enabled, a message will appear above step 1 informing you that if you want to change anything in the automation, you need to disable it first, make the change, and then enable it again.
To complete the test, create a new Lead that meets the specified conditions. Either the contact source needs to be "Reference" or the priority needs to be "High". You can check if the automation has been executed and if the test has been successful in the Automation overview, where a green tag Test has been successful appears on the row of the automation.
Click the automation to go back to the editor, where the results of each step will be displayed. If you need to redo the test, click the Clear test button.
In the Execution history, you will find detailed information about the entire process of the automation (also called the progress log).