How do I use the Automation Manager?

How do I use the Automation Manager?

The Automation Manager feature enables you to create workflows that will automate several functions within the platform. If you don't have this feature currently enabled, you can request it at support@mindmatrix.net.

1. To begin setup, navigate to Setup > Automation Manager


5. Here's where you'll be able to create your workflows. Select the orange "Create" button and you'll be shown a dialog prompting you to determine whether this workflow rule will be created based on the User identity, or the Contact identity. 
  1. Users are your team members or partners who log into the platform.
  2. Contacts are your end prospects, customers, or other points of contact that you normally send email communications to in the platform.
In the workflow rules type, you will see an option for 'Deals' in the dropdown menu; select this to add deals list conditions to the workflow.


6. Enter the name, description, and any filters you'd like to apply to the new rule, and then click "save".


7. Click on the new rule to be shown the User Rules and Actions section. This section allows you to add rules to the workflow rules that enable your own team to work more efficiently with the contacts that are most relevant to them. Depending on which workflow rule type you selected, you will see an option that reads "Add USER Rules and Actions" or "Add CONTACT Rules and Actions". Select the corresponding option to create a rule.


Here you will need to add a name for the rule and an optional description, then click "Next"


8. Add your needed filters as well as the period of which you'd like this to be taken a look at. 


Now, you also have the option to add deals list conditions to the workflow and added all the filters.



Automation Manager Update:

The automation workflow rule for the 'User' type now includes a new condition: "Member of Organization." This addition enables you to create automation rules that target users based on whether they are added to an organization or not. Click next to set up your actions.





In the Automation Manager, you can now create rules to share Deals with Partner Admins and Channel Managers. This feature allows you to manage and control who can access specific deals within different organizations.

To set this up, follow the steps below:

  1. Create the Automation Rule:

    • Navigate to the Automation Manager and create the automation rule for the Deals you wish to share.

    • Once the rule is created, go to the 'Sharing' option provided in the dropdown.


  1. Sharing with Partner Admins:

    • After selecting the "Sharing" option, navigate to the Partner Admin tab.

    • In the Partner Admin tab, you can search for and select the organizations with which you want to share the Deals.

    • Once the organizations are added, the Partner Admins associated with these organizations will have access to view the Deals.

  2. Sharing with Channel Managers:

    • Similarly, you can share Deals with Channel Managers by selecting the Channel Manager tab.

    • Add the relevant organization groups where the Channel Managers are assigned.

    • The Channel Managers associated with these groups will be able to view the Deals in their accounts.

  1. Saving and Finalizing:

    • After setting up the rules and selecting the organizations or groups, click Save to ensure that the changes are applied.

This feature provides enhanced control over how Deals are shared across Partner Admins and Channel Managers, making collaboration more seamless within the platform.

9. Under the action tabs, you have the ability to add or remove certain groups from certain lists based on the filters you set up in the previous step. You also have the ability to automatically update your contact information should they add any (such as entering additional/new contact information when downloading a whitepaper from your website). Once you have set up the proper action groups, click next to set up your notifications and automatic ToDos.

Add to User Groups



Remove from User Groups


Updating contact information based on the rule

10. In the "Notifications and ToDos" section, you will be able to select which workflow rules alert you and other users about changes to the workflow, as well as the automatic creation of ToDo action items integrated with your CRM for your sales and marketing teams to utilize. Under the notifications section, you can select which users are enabled to be notified when a certain user or contact matches the criteria of a workflow, similar to the way a smart list works. Finally, hit the save icon to save your workflow.


(You also have the ability to set automatic ToDo's to associate with certain users (sales or marketing), which will be enabled and set once someone passes through the appropriate workflow. This defaults to a delay of one day for most actions taken.)

11. To assign users to your workflow, click on the "back" button to return to the main gallery.


12. The "More"  drop-down men in the upper right allows you to change views between the Info and Assignments view.

Assignments - The Assignments view allows you to manage which users are enabled to receive contacts and get evaluated through the workflow rules you have set up. You must have one assignment set to "Yes" before rules can be run.


13. Once your workflow rules and actions have been setup, you now have the ability to copy, delete, and reorganize the steps. The back button will take you to the Automation Manager home, where you can see the newly created workflow. From this automation manager dashboard, you'll be able to now run and start the workflow rules to enable your marketing and sales teams more effectively.

To run these workflows, click the button which shows the current status of "Stopped", to toggle the status to "Running" and the process will run through the rules. You can view the results of the workflow by selecting the workflow and then choosing the "Reports" option under the "View" button.



14. The Reports view offers a number of different info points that allow you to see how effective each of your rules are when it comes to dividing contacts based on your rules. These workflows allow you to easily and automatically manage those contacts in ways that enable your teams to be much more efficient.

The Automation Manager Workflow now includes a new option called 'Run Instantly.' Enabling this option ensures that the updated action takes place immediately after the condition is met




15. Enabling Notifications for Deal Owners in the Automation Manager

Feature Update

A new notification option has been added in the Automation Manager, enabling users to notify the owners of deals via email directly from the workflow settings. This functionality improves communication and ensures timely updates for deal owners.

Steps to Configure Notifications in Automation Manager

  1. Access the Deal Workflow

    • Navigate to the Automation Manager section of your CRM.

    • Select or create a workflow for deals.

  2. Edit the Workflow Rules and Actions

    • Locate the workflow rule you want to edit.

    • Click the Edit icon (as shown in the screenshot below).

  3. Set Notification Rules

    • In the Notification section of the workflow, enable notifications for the desired recipients.

    • Options for recipients include:

      • Creator

      • Manager(s)

      • Owner

      • Manage-In User Group

  4. Configure Email Notifications

    • Check the Email box to enable email notifications.

    • Specify the Subject and Message for the email notification.

    • Customize the content as required, such as:

      • Subject: [Deal(s) added to your workflow]

      • Message: Deal [Deal Name] has been updated. Please review the changes.

  5. Save and Activate

    • Save the notification settings.

    • Activate the workflow to start sending notifications.



Conclusion

The notification feature in the Automation Manager ensures deal owners and other stakeholders are updated in real time. With this feature, you can:

  • Improve collaboration by keeping relevant users informed.

  • Streamline workflows by automating communication.

  • Enhance responsiveness to deal updates.

Leverage this feature to maintain smooth communication and efficient deal management.


16. Implemented Actions for Registered Deal Lists in the Automation Manager

Feature Update

The Automation Manager now includes a new feature that allows users to automate updates to registered deal lists. This functionality simplifies workflows by applying predefined updates to deals when specific conditions are met.

Steps to Implement Actions for Deal Lists

  1. Create a Workflow for Deals

    • Navigate to the Automation Manager and start creating or editing a workflow for deals.

  2. Define Deal Conditions

    • In the Conditions tab, create a condition to specify the criteria for deals.

    • Example: Filter deals based on activity values, deal stages, or other criteria.

  3. Enable Actions for Updating Deals

    • Go to the Action tab within the workflow.

    • Enable the fields you wish to update for deals that meet the conditions.

    • Specify the new values or changes to apply to each enabled field.

    • Example: Update fields like "State/Province," "Zip Code," or "Address" for registered deals.

  1. Save and Activate the Workflow

    • After configuring the actions, save the workflow and activate it to start automating updates for the deal list.

17. LMS-Based Automation in the Automation Manager

  • The Automation Manager now supports LMS-based conditions.

  • Enables automated actions based on user training progress.


Steps to Apply LMS Conditions in Automation Manager:

  1. Navigate to Automation Manager.

  2. Select Create New Automation or modify an existing one.

  3. Add a condition node and select "LMS Completion Percentage.".

  4. Define the completion criteria.

  5. Save and activate the automation rule.


Key Takeaways

  • LMS tracking is now integrated into smart lists, scoring, drip campaigns, and automation.

  • Enables targeted engagement based on learning progress.

  • Provides better learning analytics and automation.


These updates enhance training tracking, automation, and engagement strategies.

  • Improve efficiency by automating repetitive tasks.

  • Ensure consistency in deal data updates.

  • Streamline workflows for better deal management.

Use this functionality to maintain up-to-date and accurate deal records effortlessly.


​In the Organization Workflow, you can now use User Conditions to create workflows in the Automation Manager.

New Workflow Conditions in Automation Manager:

  • Organization User Engagement Status

  • Organization User Activities

  • Organization User Record Data

  • Organization User Additional Data

  • Organization User Contact Custom Data


Steps to Apply User-Based Conditions in Workflows:

  1. Go to Automation Manager > Organization Workflow.

  2. Select Create New Workflow or modify an existing one.

  3. Add a condition node and choose one of the new user conditions.

  4. Define the criteria for filtering users.

  5. Save and activate the workflow.


These enhancements provide greater automation flexibility and help organizations drive engagement based on user-specific data.


Key Takeaways

  • Enhanced Organization List Segmentation: Users can now filter organizations based on user data.

  • Improved Workflow Automation: Allows for targeted automation based on user records and engagement.

  • Better User Tracking & Reporting: Helps organizations gain better insights into user behaviors.


These updates significantly improve data management, automation, and segmentation within the organization list.

Conclusion
This feature enhances the Automation Manager by enabling automatic updates to deal fields based on predefined conditions. With this feature, you can:

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