Home » Knowledge Base » User's Guide » Marketing » Automation

Automation Rules

Concept 

Automation rules allow you to perform certain marketing and sales actions based on criteria that you specify. For example, you may set the system to automatically assign all prospects with a country value of Canada, the United States, or Mexico to your North American sales representative.

Creating an Automation Rule

1. Click on Marketing in the left navigation.
2. Click on Automation in the resulting sub-navigation.
3. Click the hyperlink Create new automation rules at the top right of the Automation Rules table.
4. Name – Provide a description of the automation rule, for internal use only
5. Filter by Campaign – Displays a list of all available campaigns to associate the rule with
   NOTE – Do not select a campaign if the rule is expected to work across multiple campaigns (e.g., Assignment of a prospect to a sales representative)
6. Match type
   1. Match All – All aspects of the Rule must be satisfied in order to take the action(s)
   2. Match Any – Only one aspect of the Rule must be satisfied in order to take the action(s)
7. Rules – Add or Remove Rules by pressing [+].

Rule Groups

Within an automation rule, complex rules can be created by adding a new rule group. Rule groups allow you to construct combinations of criteria while reducing the restriction of "match all" and "match any" requirements. The flexibility of rule groups allows users to combine multipart rules that would have previously been two separate rules. For example, within the same rule, assignments to a sales representative can be qualified by both location and industry by using two groups. 

Video

• Creating a New Automation Rule
• Sample Automation Rules

Notes:

• An automation rule will only affect a matched prospect once. If you want to change a rule and have it affect the same prospects again, you would need to delete the first rule and recreate it with the changes.
• Automation rules are retroactive and will affect prospects who met the triggers in the past.
• Automation rules are only run on prospects that have activities.
• Deleting an automation rule will stop it from running, but the previous actions will not be undone. It will resume if the rule is ever undeleted from the Recycle Bin.
  

Common Rules and Actions

Here are definitions for the rules and actions that are available when creating an automation rule.

Common Rules

Rule	Definition
Prospect time	Lets you define an action based on the number of days passed since the prospect has been created or since the prospect's last activity.
Prospect form field	Lets you define an action based on the data that the prospect entered into a form. You can use this rule for each existing form field.
Prospect query	Lets you define an action based on a search that the prospect performed, either from site search, paid search, or organic search.
Prospect assigned user	Lets you define an action based on the user currently assigned to a prospect.
Prospect form	Lets you define an action based on the form managed by Prospect Insight that the prospect viewed or filled out.
Prospect form handler	Lets you define an action depending on the form handler in use.
Prospect landing page	Lets you define an action depending on whether a specific landing page was completed or viewed.
Prospect campaign	Lets you define an action based on a specific campaign.
Prospect list	Lets you define an action based on a specific prospect list.
Prospect score	Lets you define an action based on a prospect's score relative to a value that you define.
Prospect grade	Lets you define an action based on a prospect's grade.
Visitor hostname	Lets you define an action based on the host that the prospect is coming from.
Prospect opportunity status	Lets you define an action based on a prospect's opportunity status: won, lost or created.

Common Actions

Action	Definition
Assign prospect to list	This action will assign a prospect to the list of your choice when the requirements of the rule are fulfilled.
Assign prospect to user	This action will assign a prospect to the user of your choice when the requirements of the rule are fulfilled.
Assign prospect to user in group	This action will assign a prospect to a user in the group of your choice (round-robin lead assignment) when the requirements of the rule are fulfilled.
Change profile criteria	This action will change grading criteria for a profile when the requirements of the rule are fulfilled.
Change prospect score	This action will add or subtract a specified number of points from the prospect's score when the requirements of the rule are fulfilled.
Change prospect field value	This action will change a field value to the value of your choice when the requirements of the rule are fulfilled.
Change prospect campaign	This action will change the campaign a prospect is associated with when the requirements of the rule are fulfilled.
Change prospect profile	This action will change a prospect's profile when the requirements of the rule are fulfilled.
Notify assigned user	This action will notify the assigned user when the requirements of the rule are fulfilled.
Notify user	This action will notify the user of your choice when the requirements of the rule are fulfilled.
Remove prospect from list	This action will remove a prospect from the list of your choice when the requirements of the rule are fulfilled.
Send prospect email	This action will send a prospect the email of your choice when the requirements of the rule are fulfilled.

Top of Page | < Previous Page | Next Page >