Conditional actions are a concept that is used to identify actions which are supposed to be performed in case the predefined condition or a set of conditions are true. It allows a program or system to decide whether to perform certain actions based on the current state or input data.
Conditional actions at Uspacy are one of the ways to automate work in Space. Namely, to configure automatic performance of certain actions in entities and tools based on conditions defined by the user.
You can work with conditional actions on the page of the same name. Just expand the Automation section.
🌟Please note that only the owner and Space administrators have access to this section.
How to create and configure a conditional action?
To do this, click on the Create button.
A window will open. Here set the parameters for the conditional action.
Namely:
🟣 Specify a name for the conditional action.
🟣 Add its description for a better understanding of the working mechanism.
🟣 Specify the trigger, that is, what exactly initiates the conditional action. This block has two components. The first is the event object. It is an entity or tool in the Space, something with which the interaction takes place (lead, deal, contact, company, activity, task, comment or post)
The second is an event. This is a type of interaction, that is, the selected object was created, changed, or deleted.
💡❗️Please note that some objects are incompatible with some events. For example, there is no trigger such as stage change for a contact, company, activity, etc. It is impossible based on the functionality of these entities.
❗️If the trigger should be a stage change in a lead or a deal, then you need to select Stage changed as the event. If you specify Changed, then the configured conditional action will not work as a result.
🟣 Set conditions, that is, the parameters that are required to run the conditional action. First select the entity or tool field.
Then specify its value.
💡If not to set the conditions, then this action will be performed for each element of the entity or tool selected as the event object.
Of course, you can specify several conditions (1) and configure the logic of their combination (2):
All conditions at the same time. This option assumes that the event object must satisfy all of the provided conditions at the same time. That is, the logical operator "And" is applied.
At least one condition. This option assumes that the event object must satisfy at least one of the provided conditions. That is, the logical operator "OR" is applied.
🟣 Specify actions, that is, what exactly needs to be done in the event that meets the conditions.
Action: Create
Select in which entity (lead, deal, contact, company, activity, task or comment) of your Space a new element will be added as a result of the automation.
Fill out the fields. Of course, their set depends on the entity type.
You can select the fields and the content for the element that will be created as a result of the conditional action.
How to do it?
Just click the Add a field.
Then mark which one you need.
And finally, fill out this field.
Action: Create – Email
A very convenient option is the ability to set up automatic email sending. To do this, you need to select Email as the new element to create.
Then, fill out the form, which contains the standard fields: Subject, To (and optionally Copy and Hidden copy), Sender. You also need to add the body of the email, i.e., the text it should contain.
So, once you finish creating and the conditional action starts working, emails will be sent when the specified conditions are met.
💡 Please note 💡
🟣 You can use this option to create and send emails only if you have connected an email account to your Workspace or have the appropriate access to share it with the owner.
🔍 For more details on connecting email accounts to your Workspace, refer to the following article.
🟣 A note for administrators: If you haven’t personally connected an email account and do not have shared access to it, you will not be able to send emails from that account, even as an administrator.
🟣 If the CRM connections option is not enabled in the email account settings, sent emails will not be displayed in the cards of the related elements.
🔍 For more details on email and CRM integration, go to the following article.
Action: Change fields
Select which entity will take place in the event that satisfies the conditions.
How to do it?
First, specify the entity type where you want to change the field values. It can be the same entity that triggers the automation, or others related to it. For example, companies, contacts, or activities related to the deal.
Next, specify the identifier (ID) so that the conditional action affects the desired element as a result.
💡If you store the entity element ID in some other field, for example, a custom field, then select it from the list.
By clicking on the Add a field button, select which field needs to be changed.
And the value for this field.
Action: Delete
Specify the elements of which entity should be automatically removed from the Space in the event that satisfies the conditions.
How to do it?
First, specify the type of entity the elements of which you want to delete.
Next, specify the identifier (ID) so that the conditional action affects the desired element as a result.
💡If you store the entity element ID in some other field, for example, a custom field, then select it from the list.
Action: Execute a Webhook
That is, to automatically "inform" third-party services of a certain event at Uspacy.
How to do it?
This requires specifying an endpoint outside of Uspacy - the URL to which you want to send the data. There, the developer inserts special code that will process incoming requests (messages).
💡This address must be valid and publicly available.
💡Please note that the same trigger and the same conditions can initiate several automatic actions at once.
Just click Add an action, select an action type, and set it up.
How to save and activate a conditional action?
When all the settings (the trigger, conditions and actions) are set, it remains only to save and create a conditional action.
In order for it to start working immediately, you need to use the Activate after saving toggle button.
Then click Create.
Done!
You can find the created conditional action in the list on the page. If you activated it already at the stage of creation, then it will have the corresponding status and will work.
How to deactivate a conditional action?
For this, use the interaction menu and select Deactivate.
Or, in the settings form, move the Activate after saving toggle button.
As a result, the conditional action will receive the Suspended status and will not work until it is activated again.
How to change conditional action settings?
Open the conditional action settings by clicking on its name in the list.
Then make changes to any fields and Save.
💡For example, you can change the trigger, conditions or actions for your automation. It is also possible to change the name, description and, as it was already mentioned above, deactivate or activate the conditional action.
How to delete a conditional action?
To do this, use the interaction menu and select the section of the same name.
💡 Since the removal of a conditional action is an irreversible process, that is, it will not be possible to restore it, the system will notify about this and ask for additional consent.
As a result, the conditional action will be removed and no longer available for work.
If you have additional questions or you need to contact the support, send a request to this email [email protected]