Note: You will only be able to complete these steps if you have the Administrator role on your account.
Creating an Action
Click on 'Settings' on the menu. Then head into 'Workflow Settings' via the button on the top of the screen.
Scroll down until you get to the 'Actions' list. This is where you will create the reusable actions that your opportunities can trigger.
The action types available are:
Create task
Create task
Action type | Statuses | Description |
Call Webhook with Contract | ||
Call Webhook with Opportunity | ||
Call Webhook with Order | ||
Call Webhook with Quote | ||
Create Commission Claim | Order | Create a commission claim object for the triggering order |
Create Contract | Order | Create a contract for the triggering order |
Create Contract Document | Order | Create a document for the triggering contract |
Create Lost Deal Opportunity | Opportunity | Create a lost opportunity after a triggering opportunity is lost |
Create Mailchimp Cart | ||
Create Mailchimp Order | Order | |
Create Renewal Opportunity | Opportunity | |
Create Renewal Opportunity (RR) | Opportunity | |
Delete Commission Claim | Order | Delete all commission claim objects for the triggering object |
Task Account Manager | Opportunity | Create a task for the account manager (opportunity AM takes precedence over relationship AM) |
Task Contract Administrator | Order | Create a task for the administrator for the triggering contract |
Task Default Administrator | Any | Create a task for the default account manager |
Task Order Administrator | Order | Create a task for the currently specified administrator for the triggering order |
Task Underwriter | Order | Create a task for an underwriter after the triggering contract |
Task User | Any | Create a task for a specific user |
Email
Action type | Statuses | Description |
Email Account Manager | Opportunity | Email the account manager (opportunity AM takes precedence over relationship AM) |
Email Contract Administrator | Order | Email the administrator to whom the triggering contract is attached |
Email Contract Document | Order | Email the contract document after a contract status triggered |
Email Dealer Contact | Opportunity | Email the contact of the Dealer to which the triggering order is attached |
Email Default Administrator | Opportunity | Email the default administrator for the relationship account manager of the relationship to which the triggering object is attached |
Email Funder Primary Contact | Opportunity | Email the primary contact of the Funder attached to order |
Email Introducer Contact | Opportunity | Email the introducer to which the triggering opportunity is attached |
Email Opportunity Contact(s) | Opportunity | Email the contact(s) of which the triggering opportunity is attached (whether its multiple from a limited company or private individual) |
Email Order Administrator | Order | Email the currently specified administrator for the triggering order |
Email Primary Contact | Opportunity | Email the primary contact (if a company relationship) or the relationship itself (if a private individual) of the relationship to which the triggering object is attached |
Email Supplier Contact | Opportunity | Email the contact of the supplier to which the triggering order is attached |
Email Trustpilot Review | Any | Email a trust pilot review after a status is triggered |
Email User | Any | Email a specific user |
Email User Group | Any | Email users part of a specific group (i.e different brands, employee roles, mailboxes) |
Generate and send PL/PDF documents | Any | Be able to generate and send PL/PDF documents |
SMS
SMS
Action type | Statuses | Description |
SMS Account Manager | Opportunity | SMS the account manager (opportunity AM takes precedence over relationship AM) |
SMS Contract Administrator | Order | SMS the administrator of the triggering contract |
SMS Default Administrator | Opportunity | SMS the default administrator for the relationship account manager of the relationship to which the triggering object is attached |
SMS Opportunity Contact(s) | Opportunity | SMS the contact to which the opportunity is attached |
SMS Order Administrator | Order | SMS the currently specified administrator for the triggering order |
SMS Primary Contact | Opportunity | SMS the primary contact (if a company relationship) or the relationship itself (if a private individual) of the relationship to which the triggering object is attached |
SMS User | Any | SMS a specific user |
Update Status
Update Status
Action type | Statuses | Description |
Unset Relationship Account Mgr | Any | Remove an account manager from the triggering status attached |
Update Contract Status |
| Change the status of a contract after an update is triggered |
Update Ctr Stat post Duration | Any | Change the status of a contract after a number of days |
Update Opp Stat post Duration | Any | Change the status of an opportunity after a number of days |
Update Opportunity Status | Quote | Set the status on the opportunity attached to the triggering object. |
Update Ord Stat post Duration | Any | Change the status of an order after a number of days |
Update Order Status | Quote | Set the status on any orders attached to the triggering object |
Update Prop Stat post Duration | Any | Change the status of a quote or proposal after a number of days |
Update Proposal Status | Order | Set the status on the quote attached to the triggering order |
Update Relationship Status | Opportunity | Change the status of a relationship after an update is triggered |
Broadcast to staff
Broadcast to staff
Action type | Statuses | Description |
All Contacts to MailChimp |
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Broadcast to Staff (Email) | All | Send an email to all non-deleted, enabled users |
CAZ Grant Payment File |
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Charge Fee |
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LendingMetrics Search |
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Lock Order | Order | Set a lock to a triggering contract |
Mandrill Send Template |
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Primary Contact to MailChimp |
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Push to CMS |
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Send to Feefo | Order | Mark the triggering order as qualifying for the next Feefo upload |
Create yourself an action or two by clicking on 'Add Action' and save the Action.
In the image below we are making an action that will email the account manager when a new opportunity is created on one of their accounts.
Adding Actions to Statuses
Still within workflow settings, go to the 'Statuses' list and click on your preferred status. You can either edit one of your existing statuses or add a new one.
Once you have chosen a status to edit, Click on the 'Add Action' button and select the action you created. You can add as many actions as you like to a status.
NOTE: If you have more than one action for a status, they will ALL be triggered when an opportunity/quote/order hits that status.
After clicking 'Add Action' you will be met with the following screen:
Here you can attach an action to fire when the Status is reached, you can also set a Lag - for instance 3 would mean the action wouldn't fire until the Opportunity has been at that Status for 3 days.
NOTE: If you have actions scheduled to happen for example "auto email after 3, 5 and 7 days" if the status is changed this will not stop these actions from firing, you will need to manually go into tasks and delete them.
If you want to make sure an action won't fire if the Status is changed you can click 'Suppress on Change'.
To apply the action, just click on 'Save'. When you revisit the status screen, you'll find the action listed under the 'Actions' section.
Editing Statuses
You can also use this screen to change the name of a status by selecting 'Edit Statuses'.
You will be met with the screen below:
Update the status you wish to modify in the 'To Be' column. Remember to click on 'Save' once you have finished making changes.