Examples

Learn from practical automation examples that solve common business challenges.

Quote Recovery Sequence

Convert more abandoned quotes with a timed follow-up sequence.

The Challenge

Customers often create quotes but don't complete the purchase. Without follow-up, these opportunities are lost.

The Solution

Create an automation that sends recovery attempts at increasing intervals.

Actions:

1. Send quote recovery attempt — Delay: 60 minutes
2. Send quote recovery attempt — Delay: 180 minutes (3 hours)
3. Send quote recovery attempt — Delay: 1440 minutes (24 hours)
4. Change quote status to "Quote cancelled by automation" — Delay: 2880 minutes (48 hours)

Why It Works

• First attempt catches customers who got distracted
• Second attempt reaches those who needed time to decide
• Third attempt is a final reminder
• Auto-close keeps the pipeline clean

Urgent Conversation Escalation

Ensure urgent customer issues get immediate attention from managers.

The Challenge

When AI detects an urgent issue or a team member tags a conversation as urgent, managers need to know immediately.

The Solution

Create an automation that notifies managers when urgent tags are applied.

Actions:

1. Send notification — Delay: 0 minutes
   • Recipients: Manager name
   • Notification channel: In-app & Email
   • Subject: Urgent: {{tag.name}} issue needs attention
   • Message: A conversation has been flagged as urgent. Ticket #{{thread.ticket}}. Source: {{conversation.source}}. Assigned to: {{assigned_user.name}}.
2. Assign conversation task — Delay: 30 minutes
   • Assigned to: Manager name
   • Task type: Follow-up
   • Title: Review urgent conversation
   • Due: 60 minutes

Why It Works

• Immediate notification ensures visibility
• Backup task ensures follow-through if notification is missed
• Merge tags provide context without opening the conversation

Missed Call Follow-up

Never let a missed call go unanswered.

The Challenge

Missed inbound calls represent potential lost business. Sales teams need to call back promptly.

The Solution

Create an automation that creates callback tasks for missed calls.

Actions:

1. Assign task — Delay: 0 minutes
   • Task type: Phone Call
   • Assigned to: Creator
   • Title: Return missed call
   • Due: 60 minutes
   • Conditional actions: Complete the task if the call is recovered

Why It Works

• Immediate task creation ensures follow-up
• The task title carries the caller's number, so nobody has to look it up
• A conditional action closes the loop if the customer is called back before the task is due
• 60-minute due time creates urgency

High-Value Quote Notification

Alert the right people when big opportunities come in.

The Challenge

High-value quotes deserve special attention but can get lost in the daily volume.

The Solution

Create an automation that notifies relevant team members of high-value opportunities.

Actions:

1. Send notification — Delay: 0 minutes
   • Recipient: Customer Salesman
   • Subject: High-value quote created
   • Message: A quote over 5000 EUR has been created and needs your attention.
2. Send notification — Delay: 0 minutes
   • Recipient: Sales Manager
   • Subject: High-value quote notification
   • Message: A high-value quote has been created. Please ensure proper follow-up.
3. Assign quote task — Delay: 0 minutes
   • Task type: Follow-up
   • Assigned to: Customer Salesman
   • Title: Priority follow-up on high-value quote
   • Due: 120 minutes

Why It Works

• Both salesman and manager are notified
• Task ensures documented follow-up
• 2-hour due time balances urgency with realistic response time

Spam Filtering on Arrival

Keep newsletters and automated mail out of the team's inbox.

The Challenge

Marketing mail and automated notices land in shared inboxes and get counted, assigned, and worked like real customer requests.

The Solution

Close them the moment they arrive, before assignment rules hand them to anyone.

Actions:

1. Add tag — Immediate
   • Tag: Spam
2. Close conversation — Immediate

Why It Works

• Closing on arrival keeps response-time metrics honest
• The tag leaves a trail, so you can review what was filtered and loosen the conditions if needed
• No delay is possible on this trigger, which is exactly what you want here

Route Incoming Mail by Subject

Send specific requests straight to the person who handles them.

The Challenge

Everything arrives in one shared inbox and gets distributed evenly, even though certain requests always belong to the same person.

The Solution

Assign on arrival when the subject identifies the request type.

Actions:

1. Assign conversation — Immediate
   • Assigned to: Ana Silva
2. Add tag — Immediate
   • Tag: Warranty

Why It Works

• The right person sees it first, without a manual triage step
• The tag makes the queue filterable later

Best Practices

Start Simple

Begin with one or two actions. Add complexity only when you understand how the basic automation performs.

Use Delays Strategically

• Immediate (0 min): Notifications, urgent tasks
• Short delay (30-60 min): Give time for manual handling
• Medium delay (3-4 hours): Follow-up attempts
• Long delay (24+ hours): Final reminders, cleanup

Test Before Deploying

1. Create the automation as inactive
2. Review all conditions and actions
3. Enable and monitor the first few executions
4. Adjust based on results

Monitor and Iterate

Check automation logs regularly to:

• Verify automations are triggering correctly
• Identify skipped actions (conditions not met)
• Find opportunities for improvement

Consider Customer Experience

• Don't send too many messages too quickly
• Space out recovery attempts appropriately
• Use professional, helpful language

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