Automation Trigger – Condition – Action | No Code

Introduction

Automation is a powerful feature of GTG CRM that helps businesses automate repetitive workflows. Instead of manually performing each step, the system automatically executes according to a pre-set scenario.

What is Automation?

Automation in GTG CRM operates on a Trigger → Condition → Action model:

• Trigger: The event that initiates the process (e.g., creating a new task, updating a contact)

• Condition: The conditions that must be met to proceed (e.g., status = "To Do")

• Action: The automated operation performed (e.g., sending an email, creating a task)

Why is Automation Needed?

Common Problems

• Employees spend too much time on repetitive tasks

• Easy to forget steps in complex processes

• Difficulty ensuring consistency in task handling

• Delayed customer responses

Solutions with Automation

• Save Time: Automate routine tasks

• Reduce Errors: Eliminate human errors

• Increase Response Speed: Send emails/notifications instantly

• Ensure Process Consistency: All tasks follow a standard scenario

Key Components

1. Trigger

Triggers are the starting point for all automations. You need to define:

• Object Type: The type of object (Task, Contact, Deal...)

• Activity: The triggering activity (Create, Update, Delete...)

2. Condition

Conditions help filter and check specific criteria:

• Field: The data field to check (Status, Type, Priority...)

• Operator: The comparison operator (equals, not equals, in, not in...)

• Value: The value to compare against

3. Action

Actions are the operations performed automatically:

• Send Email: Send an email to a contact or team member

• Create Task: Create a new task

• Update Field: Update information

• Wait/Delay: Wait for a period of time

4. Wait/Delay

Allows pausing the process for a specified period:

• Minutes

• Hours

• Days

5. Human Intervention

When human intervention is needed in the process:

• Create tasks for specific employees

• Set priority and deadlines

• Wait for processing before continuing

Workflow Builder

GTG CRM provides an intuitive interface for building automation workflows:

Key Features:

• Drag & Drop: Easily drag and drop elements

• Visual Flow: View the entire process as a diagram

• Auto-arrange: Automatically arrange the layout

• Ready-made Templates: Use popular workflow templates

Automation Templates

GTG CRM offers ready-made automation templates to help you get started quickly:

Automation Catalog — Two-tier, easy to find and activate

Instead of a flat list, automations are now grouped into a two-tier Automation Catalog: categorized by functional groups (e.g., CRM/Customers, Accounting, HR, Task Assignment), then by individual scenarios (playbooks) within them. Accounting and HR — previously scattered — are now in one place, making them faster to find and activate.

• Pre-built Contact/Company Scenarios: general playbooks for the customer/company lifecycle (welcome, nurture, follow-up reminders).
• Partner & Lead Discovery Scenarios: instantly apply a series of approaches for contacts/companies you've just imported from AI search tools.
• Neatly Toggle On/Off: scenarios you're not using are hidden; turn them on to run.

Practical Applications

1. Welcoming New Customers

• Trigger: When a new contact is created

• Action: Send a welcome email

2. Automatic Follow-up

• Trigger: When a task is created

• Condition: Status = "To Do"

• Action: Send a reminder email to the team

• Wait: 10 minutes

• Condition: Task type = "Meeting"

• Action: Create a task for the manager to review

3. Process Escalation

• Trigger: When a deal is not updated

• Wait: 3 days

• Action: Notify the supervisor

Conclusion

Automation helps businesses operate more smoothly, saving time and resources. With GTG CRM, you can easily set up automation scenarios tailored to your business processes.

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