Building Custom Automation Rules
Multi-step, conditional automations — pick a trigger, optionally add conditions, then chain multiple actions.
What it is
A rule builder in Settings → Automation, below the two toggles. Each rule has a trigger (a Lead created, a Contact added, a Deal created, a Deal's stage changing, a Deal marked Won, or a Deal marked Lost), optional conditions that must all be true for the rule to fire, and one or more actions that run in order.
Conditions
Conditions compare a field on the record that triggered the rule against a value you set — e.g. "Score is at least 60" on a new Lead, or "Deal value is at least 10000" on a Deal marked Won. A rule with no conditions runs every time its trigger fires. All conditions on a rule must match (there's no "or" — build a second rule if you need an either/or case).
Actions
Actions run in the order you add them:
- Create a task — title (use `{{name}}` to insert the record's name), due in N days, assigned to the record's owner.
- Add a note — logged to the Contact or Deal's activity timeline (Leads don't have an activity timeline, so this action does nothing for Lead-triggered rules).
- Notify the owner — an in-app notification to the record's owner. If the record has no owner yet (e.g. a lead that came from your public capture form before anyone claimed it), nothing is sent — there's no one to notify.
Example
"When a new Lead is created, if Score is at least 60, create a task 'Call {{name}} today' due in 0 days, and notify the owner." This flags hot leads for immediate action instead of leaving them to sit in the Leads list.
How to build one
- Go to Settings → Automation and scroll to Custom Rules.
- Click + New Rule, name it, and choose a trigger.
- Add conditions if you want the rule to only fire sometimes (optional).
- Add one or more actions — these run in order every time the rule fires.
- Save. Toggle any rule off without deleting it if you want to pause it temporarily.