Growth Power Suite

PLATFORM WORKFLOW

Task Description: Understanding Conditions and Actions

Objective: To provide Organization Admin and Users with a detailed breakdown of the different conditions and actions. 

Organization: Under Admin or System User

System Permission Level: System Admin or System User

What is a Rule? 

A rule is an automation that triggers actions when certain conditions are met. Think of it like setting up a smart assistant to do things for you automatically – no manual intervention needed.

In simple terms:          “When something happens (condition),
    then do this automatically (action).”

Rules help streamline workflows, reduce repetitive tasks, and make your system more responsive and intelligent.

What You Need to Build a Rule

Every rule is made up of two main parts:

Understanding Conditions

Conditions are the “triggers” that define when a rule should run. They tell the system what to watch for so it knows exactly when to take action. Think of them as the starting point of any automation—the moment that sets everything else in motion.

You can keep a condition broad or make it more specific by applying additional refinements. These refinements help narrow down the scenario, ensuring the rule only runs when the right combination of events takes place.

Choosing the right condition is important, especially when you want to avoid unnecessary actions or potential loops. The more focused your condition is, the more reliable and efficient your automation will be.

How to Set Up a Condition

Before diving into the types of conditions available, it helps to understand the standard framework used to set up any condition. The setup process is consistent no matter which condition you select. The only thing that varies is the specific filtering options available for each condition.

Step 1. Select a Condition Type
Start by choosing a condition from the list (e.g., Added to Sequence). 

Step 2. Click “Add Condition” to Refine Your Condition
After selecting a condition, click the “Add Condition” text button. Clicking this allows you to narrow down the condition with more specific filtering options.

Step 3. Choose a Refinement
Refinements are grouped into two categories: Standard Conditions (commonly used and pre-built), and Custom Field Conditions (based on your organization’s custom fields). 

Step 4. Specify the Value
Once you select a refinement, a new field will appear asking you to pick the specific item that applies. If you selected "In Sequence," you would then choose from a list of available sequences.

Step 5. Add More Refinements (Optional)
 If you want to further narrow down when the rule should trigger, you can click "Add Condition" again to apply another refinement. For example, you might add both "In Sequence equals Bingo Night" and "Has Tag equals Attending" to create a very specific trigger.

Note: Each refinement can only be used once per condition. If it’s already applied, it will no longer appear in the list when you try to add another one. This helps prevent overlapping logic or duplicate filters within a single condition.

Step 6. Finalize your Condition Logic
 Your complete condition might now look like this:

“When a contact is added to the Bingo Night Sequence and has the Attending tag, then take action.”

Once the condition is fully defined, you’re ready to move on to selecting the action you want the system to perform.

Condition Types You Can Choose From

1. Added to Sequence

• Triggers when a contact is added to a sequence.
• Example: Start a rule when a lead enters a welcome email sequence. 

2. Aged Opportunity

• Triggers when an opportunity becomes older than specified time. 
• Example: Fire a follow-up alert if an opportunity is older than 14 days with no updates. 

3. Appointment Updates

• Triggers when an existing appointment is updated (e.g., rescheduled or canceled).
• Example: Notify the sales team when a client reschedules a call. 

4. Birthday

• Triggers on the contact's birthday.
• Example: Send a personalized birthday greeting. 

5. Callback Link Clicked

• Triggers when a contact clicks a callback link.
  
• Example: Notify your support team when someone clicks a callback link. 

6. Contact Responded

• Triggers when a contact replies to an email, SMS, or other communication. 
• Example: Stop a nurture sequence when the contact responds.

7. Do Not Contact Status Changed

• Triggers when a contact's "Do Not Contact" status changes.
• Example: Remove contacts from future outreach when they opt out. 

8. Email Event Occurrence

• Triggers when a specific email event occurs, such as open, click, or bounce.
• Example: Send a follow-up email if the user opened your email. 

9. Facebook Lead Form Submission

• Triggers when a contact submits a specific Facebook Lead Form. 
• Example: Add new Facebook leads to your sales pipeline and send a welcome email. 

10. Form Submission

• Triggers when a contact submits a form on your site. 
• Example: Kick off an onboarding sequence when the "Demo Request" form is submitted.  

11. Pipeline Stage Changed

• Triggers when a contact moves to a different stage in your pipeline. 
• Example: Notify the account manager when a deal moves to the "Negotiation" stage.  

12. Specified Date

• Triggers on a fixed date you define. 
• Example: Launch a promotion on December 1st, regardless of user behavior. 

13. Survey Submission

• Triggers when a contact completes and submits a survey. 
• Example: Thank users for feedback and send a follow-up message based on their response. 

14. Tag Added or Removed

• Triggers when a specific tag is applied to or removed from a contact. 
• Example: Send re-engagement emails when the "cold lead" tag is added. 

Understanding Actions

Actions define what the system should do once the conditions are met. In other words, they are the outcome or response that automatically takes place after a trigger occurs.

Actions are the driving force behind what makes rules powerful. Whether you want to send a follow-up email, assign a contact to a team member, apply a tag, or update an opportunity in your pipeline, the action step ensures it gets done instantly and reliably without any manual effort.

Every action you add shapes the result of the automation. A rule can include just one action, or you can chain several together to build a more complete workflow. This gives you flexibility to handle everything from simple responses to complex, multi-step processes—all triggered by a single condition.

How to Set Up an Action

Once you’ve defined when your rule should trigger, the next step is to choose what the system should do in response. This is where you set up your action.

Although the specific setup depends on which action type you choose, the general process is straightforward. After selecting an action, the system will display a set of fields that match that specific action type.

When you choose an action, the fields that appear will ask you for the necessary information to complete that action. The type of fields you see will vary based on what the action needs in order to work properly.

Here are a few examples of how that might look:

• If you choose Send Email, you will be prompted to compose an email. 
• If you choose Add Tag, a predictive text field will appear allowing you to search and select one or more tags to apply.
• If you choose Assign to User, you will need to pick a specific team member or user from the user list.
• If you choose Add or Update Opportunity Pipeline, you will be asked to choose the pipeline, stage, status, source and value for that opportunity.

To add another action, simply click the Add Action button again. Each action will be executed in the order they are listed once the conditions are met.

Action Types You Can Choose From

1. Add Notes

• This action adds an internal note to a contact's record. 

2. Add Tag

• Applies a tag to the contact. Tags help organize contacts based on behaviors or attributes.
  

3. Add to Sequence

• Enrolls the contact into a specific sequence, such as an email series or SMS follow-up.
  

4. Add/Update Opportunity Pipeline

• Creates a new opportunity or updates an existing one in your pipeline. 

5. Assign to User

• Assigns the contact to a specific user, such as a team member or sales rep. 

6. Remove Assigned User

• Unassigns the current user from the contact. 

7. Remove from All Sequences

• Removes the contact from every active sequence they are currently enrolled in. 

8. Remove from Specified Sequence

• Removes the contact from a specific sequence only. 

9. Remove Opportunity from Pipeline

• Deletes the opportunity associated with the contact from a specified pipeline. 

10. Remove Tag

• Removes a specific tag from the contact.

11. Send Email 

• Sends an email to the contact. 

12. Send SMS

• Sends a text message to the contact. 

13. Set DND Status

• Updates the contact's Do Not Contact status, which can prevent them from receiving future messages.