Guide to Using Automation Features in GTG CRM

What will you be able to do after following this guide?

Access Automations → create a process (from a template or from scratch) → set up Trigger, Condition, Action, Wait, Human → use "Ask AI" to configure quick steps and suggest the next step based on context → save and activate → view the run history visually to see where the process is → use pre-made scripts in the two-tier Automation repository .

Not yet familiar with the features? Check out the Automation — Process Automation preview.

Prepare in advance

1. Log in to GTG CRM and you'll see the Automations menu in the left sidebar. — This is where you can create and manage automated processes.

2. (Recommended) Create an email template in Email Builder. — To use in the email sending step.

Step 1 — Access Automation & view the list

1. From the home screen, click the Automations menu in the left sidebar.
2. View a list of created processes: name, status (Active/Inactive), creation date, and update date.

✅ Expected result : A list of automations will be displayed, showing the status of each process.

Step 2 — Create a new automation (choose a template or start from scratch)

1. Click the "Create Now" button.
2. Choose a pre-made template to get started quickly, or create from scratch to build your own.
3. The Workflow Builder interface appears, allowing you to design your workflow.

✅ Expected result : Workflow Builder opens, ready to add steps.

Step 3 — Set the Trigger (starting point)

1. Drag and drop the Trigger element onto the canvas (or click an existing Trigger node).
2. Select the Object Type (the type of object that triggers the action).
3. Select Activity : Create · Update · Delete .

✅ Expected result : Trigger configured. Note: After adding the Condition, the Trigger will be locked — please configure the Trigger correctly beforehand.

Step 4 — Set the Condition

1. Drag and drop the Condition element onto the canvas and connect it to the Trigger.
2. Select the field you want to check (Status, Type, Priority, Owner…).
3. Select the comparison value (To Do, Open, In Progress, Done, Cancelled…).
4. Select Operator : equals · not equals · in (in list).

✅ Expected result : The condition filters out the specific cases you want before proceeding.

Step 5 — Set up the Action

1. Drag and drop the Action element onto the canvas and connect it to the Condition.
2. Choose the type of action. The action library is extensive ( over 120 actions across CRM, sales, inventory, accounting, messaging, notifications, support, tasks, etc.). For example , Send Email :

• Select recipient : Relevant contact or specific team member.
• Select the email template you created in Email Builder.
• Choose the sender (the email account that sent the message).

✅ Expected outcome : The action is configured and integrated into the process.

Step 6 — Use "Ask AI" to configure quick steps

1. Add another Action step and then open the configuration panel (when empty, the panel will have an "Ask AI" button).
2. Click "Ask AI" , then type what you want to say — for example, *"send a thank-you email to a new customer"*.
3. The AI ​​automatically selects the appropriate action and pre-configured the steps; you just need to add the details.

✅ Expected result : The pre-filled step correctly represents the action you described (AI only suggests actions that the system can execute).

Step 7 — Add the next step with a contextual suggestion.

1. Click "+ add step" below an existing step.
2. Select from the list of suggested actions based on the source step's target audience (for example, after "Contact created" → Send email · Create deal · Update contact · Create task).

✅ Expected outcome : A new , pre-configured step appears and automatically joins the process.

Step 8 — Set up Wait/Delay & Human (if needed)

1. Wait/Delay : Drag the Wait element onto the canvas, enter the quantity, and select the unit (Minutes/Hours/Days). For example: wait 10 minutes before proceeding to the next step.
2. Human : Drag the Human element when human processing is needed — fill in Title , Notes , Priority (Low/Medium/High), Responsible Person , and Deadline (relative: X days from this step; or absolute: select a specific date).

✅ Expected outcome : The process pauses for the set duration; the Human step creates a task awaiting processing by the person in charge before proceeding.

Step 9 — Save and activate Automation

1. Review the entire process.
2. Click Save to save.
3. The system displays a "Save successful" message; switch the process to Active to run.

✅ Expected outcome : The process is saved and activated, starting to run when the trigger occurs.

Step 10 — View the run history visually

1. In Builder, open Run History .
2. Select a run from the list (with status: running, waiting, success, failure).
3. View the process flow diagram with color coding according to each step's status (green = completed, amber = pending, red = error); click on a step to see details (duration, reason for waiting, error, processed business data).

✅ Expected outcome : You can see exactly which step that run is at, where it stopped, and why — right on the diagram.

Step 11 — Browse the two-tier automated warehouse and use the pre-existing script

1. Go to Automations , open the Automation Catalog . Browse by function group (CRM/customer, accounting, HR, task assignment, etc.) and then open the playbook inside.
2. Use quickly:

• Contact/Company script : welcome, follow-up reminder for the customer/company — just turn it on and it's ready to go.
• Prospecting & Partner Search Scenario : After importing contact/company from an AI-powered search engine, apply an outreach scenario to begin the outreach process.

✅ Expected result : The available script is enabled and running; unused scripts are hidden for a cleaner look.

Quick lookup table for expected results

Open Automations — Process List + Status

Create a new template and select one — the Workflow Builder will open.

Configuring Trigger/Condition/Action — Steps to connect them into a process flow diagram.

Click "Ask AI" — The pre-filled step will perform the correct action as described.

"+ additional step" — The next step is pre-configured and contextually appropriate.

Save + Active — The process that runs when a trigger occurs.

Open Run History — A step-by-step state-colored diagram; details each step.

Open the Automation Warehouse — Pre-written scripts organized by function group, just turn it on and run.

Usage tips

1. Start simple : create a short process first, then gradually expand.
2. Utilize templates and "Ask AI" for quick build.
3. Test before activation : run a test with test data, then open the Run History to check each step.
4. Use clear names for easy management.
5. Prepare your email template in Email Builder before using it in the email sending step.