Automation - "When" and "Stop" conditions
Automating your repetitive tasks just got as simple as “when” and “then”. For example, when someone fills out your public form, then Keap can send them a welcome email. Or assign you a task. Or both. Or… Well, let’s just say there’s a lot more.
Get started
Go to "Automations"
Followed by "Easy Automatons"
Click the + and select "Easy Automation"
"When" - this occurs, start my automation
Easy Automations are started "When" conditions are being fulfilled.
Easy Automations are started by "When" conditions being fulfilled.
You can choose one of the following to trigger your automation:
Appointments
A new appointment is scheduled
An appointment is canceled
Forms
Public form receives a submission
Internal form receives a submission
Money
Purchase is made
Invoice is sent
Invoice is paid
Quote is sent
Quote is accepted
Tags
A tag is applied to a contact
"Then" - this will be automated
Once your automation is started, you can configure one or multiple events to happen.
You can choose any of the following events:
Email
Send an email
Notifications
Send a notification to all your users, the contact's owner, or a specific user
Notification types Desktop, mobile*, and/or email
Pipeline
Create a Pipeline deal *
Tags
Add a tag to the contact who triggered the automation
Tasks
Create a task that can be assigned to the contact owner or a specific user
Text message
Send a text message*
*Mobile notifications require the Keap user to have installed the Keap Mobile app.
*Pipeline deal is only available through Pro
*upgrade to unlock Text messages automation
Automation stop conditions
"Stop" - when this occurs (optional) Contacts can be removed from an Easy Automation when they meet a stop condition. The "Stop" condition is only available if there is a delay in the "Then" events.
You can choose one of the following to stop your automation:
Appointments
A new appointment is scheduled
An appointment is cancelled (only available when automation is started by an appointment being scheduled)
Forms
Public form receives a submission
Internal form receives a submission
Sales
A product is purchased (either a specific product or any product)
An invoice is paid (only available when automation is started by an invoice being sent)
A quote is accepted
Tags
A tag is added to a contact
Pipeline
Deal enters stage
Deal exits stage
"Wait" X amount of time "Then" this will be automated
This is an option within "Then" and it will delay the "Then" element you selected. For example, if you have an email and select "Delay" that means the email will wait that time and "Then" send the email.
Automation Templates
On the right side of "Automations" are the templates.
The top row is "Easy Automations"
Free consultation
Ask new customers for a review
Invoice reminder
The second row is for Advance Automations
Landing page leads
Yearly birthday greetings
Deal follow up
In the last row are the default automations, that are created automatically. However, you can edit and add additional automations within the default templates.
New lead follow-up - This is created when a Public form is published
Appointment reminders - This is created when you connect your calendar
FAQs
What is Easy Automation?
An easy-to-use, step-by-step method for automating workflows end-to-end to help small business owners save time and make more sales, automatically.
Which edition(s) of Keap have Easy Automation?
All Keap editions (Lite, Pro, Max) have access to Easy Automation.
Can the advanced email builder be used in Easy Automation?
No, Easy Automation exclusively uses Keap’s simple email builder.
What happens if the contact takes an action that triggers an automation a second time? For example, filling out a public form twice?
The contact will enter the automation again unless they are currently in the automation and waiting for a timer to trigger additional automation.
What time zones does Easy Automation reference?
Easy Automation is based on the user's time zone settings for their Keap app.
Does Easy Automation support integrations?
Easy Automation supports tag-based integrations.
What timers are available for Easy Automation?
Easy Automation includes an option to delay for a set number of minutes, hours, days, weeks, or months.
To have your "Then" automation run at a specific time, select the "Delayed" option, then check the "At a specific time box."
Can I see if a contact is in an Easy Automation?
You can see the individual actions triggered by an Easy Automation (e.g. email sent, tag added) on a contact's activity feed or by viewing the list of contacts in the automation.
Will an Easy Automation be triggered for existing contacts that already had a tag or other trigger associated with the contact?
No, Easy Automation will only take action on contacts that meet the "When" criteria after Easy Automation is published.
I encountered an error when attempting to publish my automation. What should I do?
Easy Automations will prevent you from creating a loop of activities that are all set to happen immediately. If you encounter this error, add delays between the events of your automation.
