Automation Basics

Automation in MiniCRM allows you to streamline your processes, ensuring that tasks are completed efficiently and consistently. This guide covers the basics of setting up and using automation features.

Automation Basics (Status Change, Notifications)

MiniCRM allows you to automate manual tasks and processes (such as sending emails, assigning users, changing statuses) using automation. This saves time, reduces errors, and ensures consistency across workflows.

What Is an Automated Process?

An automated process consists of two main parts:

  • Trigger: Defines when the process should start (e.g., a card changes status, a field is filled, etc.)
  • Actions: What should happen after the trigger (e.g., send email, assign task)

Accessing Automation Settings

You can create or edit automated processes by:

  • Navigating to Settings
  • Selecting the Automation or Automated Processes menu
  • Choosing the relevant module (e.g. Sales, Support)

Creating a New Automated Process

  • Click on “+ New Automation”
  • Name the process meaningfully (e.g., Welcome email for new leads)
  • Select a trigger event (e.g., when card enters a specific status)
  • Add one or more actions

Types of Triggers

Common triggers include:

  • Card enters a specific status
  • A field is filled or changed
  • A deadline is reached
  • A campaign finishes
  • A contact form is submitted

Available Actions

You can configure various automated actions, such as:

  • Send an email or SMS (using a template)
  • Assign or reassign the card to a user
  • Change the status of the card
  • Set or update a field’s value
  • Create a task (using a task template or custom setup)

Conditions (Optional)

You can add conditions to refine automation—for example:

  • Only apply if a specific field has a certain value
  • Only send communication during work hours

This ensures the process only runs when it makes sense.

Testing and Activation

  • After configuring all actions, you can test the process using test cards
  • Once everything works, click “Activate Process” to make it live
  • Only active automations run automatically

Managing Existing Processes

  • You can pause, edit, or delete automations at any time
  • Always review regularly to ensure they reflect current business needs

Practical Example

A common use case:

Trigger: Card enters Prospect status
Actions:

  • Send intro email using template
  • Assign card to sales rep
  • Schedule follow-up call using task
  • Update Lead Source field

This ensures new prospects are handled consistently and quickly.

Summary

Automated processes help you streamline repeated tasks in MiniCRM. By combining triggers, actions, and conditions, you can create efficient workflows tailored to your business needs.