How to automatically send an email if records are added or modified in a select workspace & table
Setup
The following steps must be taken to successfully set up an Email Automation within Pitchly. Integrations must be configured in Pitchly by a user with Admin permissions.
Select the Integrations tab to the left of the Admin home view
Under Integrations Marketplace, click Connect in the Email Notifications tile
In the Configure Source window, leave From as Email Notifications and the sync option as Records
Under With the account, click the dropdown to select Connect account
From the pop-up window, you will be automatically authenticated into your Pitchly account, and the Connect Account field will be filled in
a. If you have not set this integration up previously, you will be asked which workspace you would like to enable this integration for. You may select all workspaces or select only approved workspaces. Then click Install.Click Next
This automation differs a bit from others, as no data is sent from a source to a destination, instead, an email will be sent if any record is created or modified, within a selected Workspace & Table, and View (optional). In the next steps, you’ll set up those parameters.Under Workspace, select which workspace you want to use for your email trigger. The email triggers when any record, within that workspace (and the table selected next), is created or modified.
Under Table, select the table you want to use for your email trigger. The email triggers when any record, within that table, is created or modified.
Optionally, you can select a view you would like to use for your email trigger. The email trigger will then only be sent if a record that is visible within that view is added or modified.
It is important to note that email triggers will send when a record is modified and BECOMES a part of that workspace/table/view. An email will not be sent if a record is REMOVED from that workspace/table/view.
Enter the email address(es) for the individuals you would like to receive the notification. We recommend that these addresses be Pitchly users. If you would like to send the email to more than one person, comma separate the addresses like "email@one.com, email@two.com".
Under Email type, select Record Modification
Click Next
Within Configure Destination, select Email Notifications and select Next
Leave Records as the sync option
Select the account you set up in step 5, above
Click Next
Under map fields, select “Long Record ID” on the left
Click Finish
Click OK from the pop-up screen to start the automation
Automations run every five minutes. If you would like the automation to run on an alternate schedule, please reach out to a representative at support@pitchly.com
You can set up as many email notification automations in your account as you would like. By combining different recipients and views, you can control who receives what notifications, and for what reasons.
The Email
The email will be sent from Pitchly > with the subject Records were modified.
The email will contain a “view record” link that will take you directly to the record within your account. If you are not yet logged into your account, you will be taken to the login page. You’ll want to click the link again after logging in, to be brought to the correct record.
If default templates are enabled on the table, you will also receive an image of the default elements template, for that record. The image persists for 7 days. After that time, a broken image icon will appear. If default templates are not enabled, you will just receive the View Record link.
If more than one record was modified within the five-minute time span, you’ll receive one email with links to multiple records.
Example Use Cases
I would like to be notified when a new record is added to my account.
Clients who use automations to add and modify records will now have oversight into when things are added and modified.
I would like to be notified when a deal becomes announced.
In this situation, you would create a view for announced deals. When a deal record is updated to be announced (either manually or via automation), the recipient will be notified. Note that if a record already in this view is modified, you will also be alerted.
I would like to be notified when a matter reaches 100 billable hours.
You would create a view for any matters where billable hours >= 100. When a deal is added (or modified) within this view, you will receive an email alert.
I want to alert an individual when I’ve “assigned” them a record.
Within your Pitchly table, you could create an “owner” field or an “assigned to” field. You can then create a shared view where “owner” = Name
In the email automation, you would set up the integration to be associated with that view, and the recipient would be the appropriate individual in that view.
Emails will be triggered when a record becomes a part of that view or is already part of that view and is modified. An email will not be triggered if the modified record “leaves” that view.
I want to build a record review workflow within Pitchly
A record review process can be created within a single workspace, or across multiple workspaces, if you want to control who can see which records at various approval stages. You’ll want to have a review field as part of your table. This could be something like Approved, Pending, Rejected.
You can now set up a view where review field = pending.
You’ll set your email automation up based upon this view, so that if a record needs to still be reviewed, when it is added or modified within that view, you’ll receive a notification.
Multi-Tiered approval workflows can be created using this same method, but with additional “review” fields and email automations. Example, you may have a “Banker Review” field and a “Legal Review” field, and different people can be alerted (using separate views and email automations)
We’d love to hear from you. If you have any feedback on product enhancements or additional questions, email the team at PitchlySupport@pitchly.com.