Manage Your Account: Automations

You can now set up Automation Templates within Redtail so that if certain Events occur within your database, further Actions will happen automatically. We'll just run through one example here to show you how to set these up, but you should take a close look at all of the possibilities for these to see which ones have the potential to boost productivity within your office.

To begin setting up an Automation Template, select Manage Your Account after clicking your Name from the Top Right Menu within Redtail: 


Then, click "Automation Templates" in the Manage Templates area: 


You'll then see the below (if there are currently no Automation Templates set up in your database): 


Click "add" and you'll arrive at the page where you can begin setting up your Template: 


Setting up Automation Templates involves four tabs: On This Event, Do This Action, If All Conditions True and If Any Conditions True.

Above we are looking at the On This Event tab. Here you will provide your Automation Name, the Trigger Event and a Description of the Automation. We've done this in the screenshot below: 


The Automation Template we're establishing here will attach our Client Onboarding Workflow to any contacts in our database when their Contact Status is changed to Client. Note that our Automation Name indicates this while our Automation Description spells this out in more detail. These are both freeform text fields.

Our Trigger Event was entered by clicking inside that box and selecting from the list of currently available events that can serve as Triggers: 


We can now go to the next tab, "Do This Action": 


Here, we'll select an Action Type, Action Item and Item Value (Note: the available values for the last two will vary dependent upon what you select as your Action Type): 


We selected "Link Workflow from Template" as our Action Type — this removed the Item Value box because all that was needed was for us to then select the Action Item, which is the Workflow within our database that we want to attach as the Action Item. Should you choose one of the other available Action Types, you'd see different options.

We'll next click the "If All Conditions True" tab and see the below: 


Here is where we'll select the conditions for the Trigger Event set up on the first tab. We'll click New Condition and then see the below: 


From here, we'll click inside each box to set our Condition as below: 


We'll then click "Add Condition" and see the below: 


At this point, we'd be ready to create this Automation, using the "Create Automation" button in the bottom right corner. But, should you have an Automation that has additional conditions that should be met prior to going into effect you could add more conditions here first. Or, if you had an Automation that instead should be triggered based upon any of several different conditions being met, you'd instead go to the next tab and add those there.

After clicking "Create Automation", we'll be back on our main Automation Templates page and will see the template we just created: 


Clicking the Actions menu to the left of an Automation Template will provide you with options for General Edits (Name, Description, Active or Inactive), Change Automation (edits to any part of the Automation), deleting the Template, or deactivating the template.

Going forward, unless you set the Automation Template to Inactive or delete it from your database, the triggering event you indicated will lead to the action you indicated, based upon the conditions you set for the Automation.

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