Automate scheduled flows. In this guide, we look at setting up a weekly email sent with attached reports/overviews from webCRM.

With the automation type schedule, you can set up recurring flows to run at the same time after a chosen interval, such as every week or month, at a specific time of day.

Sometimes it may be necessary to share key figures with external stakeholders, but it is not always appropriate to give them full access to all data. Therefore, it can be advantageous to offer them limited access to the key figures through clearly defined summaries, where only the desired data is available.

This enables efficient sharing of data with external stakeholders securely, without them needing direct access to webCRM.

With the schedule feature in automations, you can automate the sending of selected reports/overviews at fixed times with a desired interval. This can, for example, be to participants in board or sales meetings to keep them updated.

In this scenario, an email is sent every Friday at 10 AM, with a reports/overview to two external stakeholders.

Go to Utilities → Automation → Create → select the trigger type Schedule.

💡Tip! Improve your overview of your automations by giving them descriptive names. Apply the same practice for all steps in your flows to ease understanding of what each flow actually does.

1. Insert the frequency of the flow under type.

2. Select time and interval under day and time.

1. Click on the + to insert the action Export overview.

2. You can choose to name this step with the name of the report/overview.

3. Select the format for the attached file under Type and Delimiter.

4. Expand the drop-down list and select your overview/report. Repeat the procedure for steps 1-4 until you have all the desired overviews/reports in your flow.

1. Click to insert the action send email.

2. Name the step (optionally).

3. Insert the sender's email address.

​Note! Be aware that the used sender address must be set up under webCRM's email and calendar integration.

4. Insert the recipient(s) by clicking → fixed → insert email address → click to insert more. Click CC or BCC to add these to the recipient list, if desired.

5. Create the email in which your overviews/reports should be attached. You can choose between two types: editor or template.

5.1 Use a template → Select an existing template from the drop-down list.

If you are missing templates on your list: go to Utilities → Templates → Email templates → Create.

5.2 Use the editor → write Subject → write the text for your email and use the merge fields, if you need to merge information into your email.

💡Tip! The advantage of the editor is that no prior work is required, and it is therefore easy to create and edit continuously. With templates, you have more options to design it with the desired expression, as well as the possibility to insert a form or landing page in your emails, so recipients can fill out and update data in webCRM.

6. Insert your overviews under Attachments: Generic → expand the drop-down list → select attachment and file name → click Add to insert the next, if you have more reports, and repeat the procedure.

Send scheduled emails to specific people in webCRM

Ensure the recipient list is updated without having to manually change the fixed recipient addresses.

Ensure recipients are created as people in webCRM, so they can easily be found using segmentation. Instead of merging with fixed recipients, add the action find person, where the filters for segmentation are inserted, so the correct recipients are found, such as:

Under the action send e-mail you add the person as the recipient → field → person → (primary) email.