How to set up and run Autoflows

If you find yourself repeating the same tasks, like changing the status label of your contacts every time you win a deal, then set up an Autoflow to remove it from your admin to-do list!

Autoflow allows you to automate repetitive tasks within your sales process in three simple steps:
  1. Identify a trigger - This is a situation that happens regularly. For example, a new contact is created in the system.
  2. Set an operation - This is a task that needs to follow the trigger. For example, each time you create a new contact, you send them an email with a call request.
  3. Activate autoflow - If you have set the above trigger and operation, each time a new contact is created, a pop-up will appear asking you if Autoflow should proceed with sending them an email.
You can set several triggers and operations depending on your sales process. But don’t worry, Autoflow will not make any changes without your confirmation and will not activate if you’re making updates in bulk. Check out more details below.
In this article:
Create an Autoflow
Activate and disable an autoflow
Enable/Disable an Autoflow

Create an Autoflow

1
Go to More → Autoflow → + New Autoflow.

More option at the top and the Autoflow option from the dropdown have been highlighted with an orange box. On the Autoflow page the + New Autoflow button has also been highlighted with an orange box.

2
Under If, click Select trigger → choose trigger → select specification for trigger if required.

The list of triggers and their specifications you can select are:
  • Call added - Select Call result, if any.
  • Deal stage updated - Select Pipeline + from deal stage + to deal stage.
  • Deal created - Select Pipeline, if any.
  • Next Action completed
  • Sales cycle closed
  • Contact created
  • Contact status updated - Select Status label.
  • Tag added - Select from pre-existing tags.
  • Tag removed - Select from pre-existing tags.
  • Custom Field updated - Select Contact or Deal Custom Field.

Notes:

  • The Autoflow will not be triggered when a new contact is created from any Web forms or external automations, such as Zapier.
  • The Next Action completed trigger will initiate the Autoflow once the Next Action has been completed for a contact.
  • You can create 1 Autoflow for Contact Custom Fields and 1 Autoflow for Deal Custom Fields.
You have the option of selecting multiple triggers. Click + OR and choose the next trigger.

Under create a new Autoflow section the Select trigger dropdown is highlighted with an orange box, as well as the +OR option to the right of the Select trigger field.

3
Under Then, click Select operation → choose operation → Select specification for each operation.

The list of operations and their specifications you can select are:
  • Add contact note - Type note you wish to add.
  • Remove tag - Select from pre-existing tags.
  • Add tag - Select from pre-existing tags.
  • Change contact owner - Select user
  • Change contact status - Select Status label.
  • Show a pop-up - Type message + select users to be notified via email (optional).
  • Send email - Select email template.
  • Add Next Action - Type Next action or type and select Next Action from the Action Templates schedule using the dropdown.
  • Close sales cycle - Add closing comment (optional)

Notes:

  • Grouped Action Templates are not available for selection in the "Add Next Actions" operation. Only one Next Action can be scheduled with Autoflow.
  • If you choose the "Add Next Action" operation for your Autoflow, you can choose to skip weekend days like Friday, Saturday and Sunday, in case the Action date would be scheduled on these days. See here how to update your preferences.
  • If an Autoflow to add a Next Action operation is triggered for a contact that already has a scheduled Next Action, it will be added as a scheduled action. 
  • If you want to add a Next Action with time, you can do so by typing the time in the Next Action box. Time will be automatically added with smart date and time (you must have smart date and time enabled to avail of this option).
You have the option of selecting multiple operations. Click + AND and choose the next operation.

Under create a new Autoflow section the Select operation dropdown is highlighted with an orange box, as well as the +AND option to the right of the Select operation field.

4
Once you've selected your triggers and operations add  Autoflow name → toggle the Activate autoflow button → Save.

Under create a new Autoflow section the Add Autoflow name and Activate Autoflow section is highlighted with an orange box, as well as the Save button below.

Note: You can edit, clone or delete your Autoflow under the Autoflow list.

Under the Autoflow list section, the pencil icon, clone icon and bin icon are highlighted for the Autoflow.

Enable/Disable an Autoflow

1
Go to More → Autoflow → scroll down to the Autoflow list section.

In OnePageCRM the More dropdown is expanded and the Autoflow option is highlighted.

2
  • Enable an Autoflow, by toggling the Activate slider to green.

    • Under the Autoflow list section, the Activate slider is set to green.

  • Disable an Autoflow, by toggling the Activate slider to grey.

    • Under the Autoflow list section, the Activate slider is set to grey.

    Run an Autoflow

    When you complete a trigger activity in OnePageCRM, your Autoflow will start running and a pop-up notification will appear asking you to confirm the updates about to take place.

    For example, using the Autoflow feature to trigger when a new deal is added to a contact, the contact's Status Label will change to "Customer" and a thank you email will be sent out to them. The pop-up notification will show all the updates about to take place (Change status to Customer and Send Email). 

    You have the option to skip the operation by toggling the Skip button, allowing you to not make the update if not required. When you're finished, click Confirm.

    The Autoflow pop up is displayed after it has been triggered. The Edit function at the top, the toggle for the operations and the Confirm button at the bottom are highlighted with an orange box.

    Once confirmed, the Autoflow above will change the status label of the contact to "Customer", but no email will be sent as the operation has been skipped.  

    Notes:

    • If you have permission to edit Autoflows, you'll have the option to do so. If you click on edit in the Autoflow pop-up before you confirm it, the Autoflow will not complete the operation, and you'll be redirected to the edit area of the Autoflow.
    • If you delete a tag associated with an Autoflow, and you then activate this Autoflow, a new tag will be created.
    • In the case of selecting the Send a new email operation, you can select multiple emails to be sent, however, you cannot select the same email template more than once.
    • With great power comes great responsibility, so by default, only the Account Owner, Administrators, and users with permission can set up and edit Autoflows.
    • Depending on your subscription plan you have a limit on how many Autoflows you can create:
      • Legacy and Professional plans create up to 15 Autoflows.
      • Business plan create unlimited Autoflows.
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