Creating effective Automation Tasks can be a little tricky but this support article is chock full of best practices to help you avoid common pitfalls. Here's a look at the components that make up an Automation Task and some strategies for achieving the results you want.
Understanding Automation Terms
Automation Task - The Automation Task is a set of triggers and filters that is attached to one or more action groups including at least one trigger and optional filters.
Trigger - An event that results in an action group running. It's important to remember that only triggers can start an action group and that at least one trigger is necessary to perform any automated action. Visiting an important page, filling out a form, and arriving at a site from a link in an email can all be great triggers.
Filter - An optional part of an Automation Task that is used to narrow the scope of triggers. Filters are only tested when triggers are fired.
Action Group - Actions grouped together to accomplish a desired result. Action Groups can be saved independently and attached to one or more triggers in an Automation Task.
Action - An event that happens as a result of an action group running. Here are some examples:
- Immediately send an email.
- After 2 days, send email "No. 2"
- After a 1 month, remove from "XYZ" list
Building the Perfect Automation Task
Now that we've got those definitions down, here are a some best practices to make effective Automation Tasks.
Triggers and Filters
Rules can be triggers, filters or both. Remember, a filter will not set off an action group. Only use filters to help narrow the results of your trigger. Here's an example Automation Task that uses filters and triggers together.
- First, we make sure to select when all of the following conditions are met
- Next we Add the Trigger When a contact fills out any form, 1 time or more
- Then, Add the Filter When a contact has the field, Title containing Marketing Director included
- Now, when a lead who fill out a form and has the job title Marketing Director the action group will kickoff.
when any v. when all: Use when all if every condition in the Automation Task should be true before setting off the attached action group. With when any, the action group will be set off every time any of the conditions are met.
exactly, or more, or less: Exactly, or more and or less enable you to create rules based on the number of times something occurs. Consider a scenario where you wanted to build a trigger for a lead visiting a page 2 times. Here's what will happen if you use exactly, or more, and or less.
- With exactly the lead must visit the page 2 times exactly for the trigger to fire.
- With or more the lead must visit the page at least 2 times. If a lead only visits the page once, then the trigger will not fire.
- With or less the trigger will fire the first time and second time the visitors comes to the site.
Rule Groups: To use when any and when all rule sets together you will need to create a Rule Group. Click the + New Group button to add a Rule Group and begin creating more sophisticated Automation Tasks.