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 — Delay: 60 minutes
2. Send Quote Recovery — Delay: 180 minutes (3 hours)
3. Send Quote Recovery — Delay: 1440 minutes (24 hours)
4. Change Quote Status to Closed — 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 Conversation Notification — Delay: 0 minutes
   • Recipient: Manager name
   • Channel: Both (Email and In-App)
   • 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
   • Assignee: Manager name
   • Task Type: Follow-up
   • Title: Review urgent conversation #
   • Due in: 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
   • Assignee: Salesman
   • Title: Return missed call
   • Due in: 60 minutes
2. Send Notification — Delay: 0 minutes
   • Recipient: Salesman
   • Subject: Missed call needs callback
   • Message: You have a missed inbound call that requires callback.

Why It Works

• Immediate task creation ensures follow-up
• Notification provides redundant alerting
• 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: 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 Task — Delay: 0 minutes
   • Task Type: Follow-up
   • Assignee: Salesman
   • Title: Priority follow-up on high-value quote
   • Due in: 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

New Customer Welcome

Start the relationship right with automated onboarding.

The Challenge

New customers need attention to ensure a good first experience, but manual follow-up is often delayed or forgotten.

The Solution

Create an automation that triggers onboarding tasks when customers are added.

Actions:

1. Assign Task — Delay: 0 minutes
   • Task Type: Customer Meeting
   • Assignee: Salesman
   • Title: Welcome call for new customer
   • Due in: 1440 minutes (24 hours)
2. Send Notification — Delay: 0 minutes
   • Recipient: Salesman
   • Subject: New customer assigned
   • Message: A new customer has been added to your accounts. Please make a welcome call within 24 hours.

Why It Works

• Excludes prospects to focus on actual customers
• Task provides accountability
• 24-hour window is realistic for welcome calls

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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