Automation Basics

MiniCRM allows you to automate manual tasks and processes (such as sending emails, assigning users, changing statuses) using automation (Follow-up sequences). This saves time, reduces errors, and ensures consistency across workflows.

What Is an Automated Process?

An automated process (Follow-up sequence) consists of two main parts:

  • Filter (Trigger): Defines the conditions and when the process should start (e.g., a card changes status, a field is filled, etc.).
  • Template (Actions): Defines what should happen after the trigger (e.g., send email, assign task, send SMS).

Accessing Automation Settings

You can create or edit automated processes by:

  • Navigating to the specific Product (Customers, Invoicing).
  • Click on Automations in left side menu.

Creating a New Automated Process

Creating a process is handled via a guided Wizard:

  1. Filter Selection: Start by choosing the trigger. You can either select an existing filter from your list or create a new one specifically for this automation.
  2. Action Selection: Choose the type of action you want to perform (e.g., Send Email, Assign Task, etc.).
  3. Template Setup: Finally, select a pre-existing template or create a new template from scratch to complete the step.
  4. Finalize: Name the process meaningfully and assign it to a Folder (e.g., Default or a custom one). Add a Description to clarify the purpose of the automation.

Types of Triggers

Automation is driven by Filters. Common triggers include:

  • Card enters or stays in a specific status.
  • A field is filled, changed, or matches a specific value.
  • A deadline is approaching or has passed.
  • A new lead is submitted via a Form.

Conditions and Timing

You can refine the steps within a sequence:

  • Delay (Days): Set how many days after the filter matches the action should run.
  • Synchronization: Choose specific days (e.g., workdays only) and the exact hour for the action.
  • A/B Testing: For emails, you can test two different templates to see which performs better.

Testing and Activation

  • After configuring the steps, click “Save” on each step.
  • Click “Activate” to set the process live.
  • Choose between “All cards” (runs for existing matches in the filter) or “Only new cards” (runs only for cards that meet the criteria from now on).

Managing Existing Processes

  • Go to the Automations list within the module.
  • Active processes are marked with a green checkmark, while inactive ones have a grey dot.
  • You can pause (Deactivate), edit, or move automations into folders for better organization.

Practical Example

Trigger (Filter): Card enters Offer Sent status.

Actions (Sequence steps):

  1. Step 1 (0 days delay): Send “Thank you” email to the customer.
  2. Step 2 (3 days delay): Assign a “Follow-up call” task to the Sales Rep.
  3. Step 3 (5 days delay): Send an SMS reminder if the status hasn’t changed.

Summary

Automated processes help you streamline repeated tasks in MiniCRM. By using the Wizard to connect Filters with Templates, you can create efficient workflows tailored to your business needs, ensuring no lead or task is ever forgotten.