Automation rule example: send an email when a contact is tagged

The purpose of this solution is to automatically react to contact being tagged with a specific tag by sending them a previously prepared email.

INSTRUCTIONS:

To begin, from the home screen, go to Automation Processes → Automation Rules → Add New Rule. 

An automation rule editor will open.

main_screen

[1] Settings

[2] A switch for turning the rule on and off.

[3] Save – after you finish editing this rule, save it by clicking this button.

[4] Categories – choose an element you want to add in the Automation Process field – events, conditions, actions. In each category, there can be more than one element.

After you click Settings, a window will appear.

settings

[1] Name the rule.

[2] Assign the rule to a group by choosing from a drop-down list, or [3] add a new group.

[4] Sharing the rule means, that it will be visible on all user accounts and activate for all contacts in the system.

[5] The number of times this rule can activate for one contact.

[6] The minimal interval between rule activations for one contact.

Click Save changes to apply settings to the rule. The next step is adding an event.

add_events

[1] Click Add events.

[2] Click the green Plus icon. A list will open to the right. Find Contact was tagged with.

event

[1] Click this icon if you want to delete this element.

[2] Click this icon to open event details.

[3] This icon opens event-condition settings, but because in this example there are no conditions, there is no reason to use it now.

event_cog

[1] From a drop-down list Tag, choose a tag that, upon being assigned to a contact, will trigger an automatic email to be sent to that contact.

Save changes. Then add an action.

action

[1] Click Add actions. The arrow will branch into “If YES” and “If NO” giving you the option to specify actions for different outcomes.

[2] Click the green Plus icon. A list will open to the right. Find Send email to a contact and drag it onto the main field.

[3] Proceed to this action’s settings.

action_cog

[1] Choose a message that you want to send with this action. You can see the message by clicking Preview [2].

[3] Choose the delay after which the message is to be sent (starting from when set conditions were met) and a unit of time [4].

[5] Select the checkbox to automatically choose an optimal sending time for active contacts, or choose from a drop-down list.

[6] Select the checkbox to automatically send a carbon copy of the message to the contact owner.

[7] In this field, you can put any email address you want to receive a carbon copy of the message.

Then Save changes.

Remember to save the rule and turn it on, otherwise, it will not work.

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