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Knowledge Base/Features/Automation/Automations: conditions

Topics
Passive vs. active conditions
Common conditions
Deal stage changes
Person matches filter

Automations: conditions

SR
Steven Reinartz, January 30, 2023
Note: This feature is only available to Advanced, Professional and Enterprise users.

When creating automations, one of the most crucial aspects is which conditions to include.

Conditions are filters that a trigger action must meet for it to fire.

In this case, when a Deal stage is changed, an email will be sent using the selected template.

Passive vs. active conditions

Automation conditions can be divided into two groups: passive and active.

  • Passive conditions don't imply an action has taken place. For example, the condition “Deal creator is me” is passive, since the deal doesn't need to change for it to be true.
  • Active conditions require an action to have taken place. For example, “Person label has changed to cold”, means someone has changed the label to cold.

This distinction is particularly important for automation troubleshooting. If an automation you've created is not working, try asking the following questions:

  • What action should trigger this automation?

  • Does the condition I’m using match the action I’m performing?

  • Does my automation have an action step at all?

The third question is especially important, since no automation can be triggered without performing an action.


Common conditions

While some conditions are straightforward, others might seem vague at first glance. Here are some common automation terms and their respective significance.

Has changed to

When an item is updated by changing the value of a field to a specific value

“Deal stage has changed to proposal”

Has changed

When an item is updated by changing the value of a field to any other value

“Deal stage has changed.

Is

When an item that's been created/updated contains a specific field value. Unlike has changed to, is requires an additional condition if used for an update.

“Deal stage is proposal”

and

“Deal owner has changed

Contains

When a text-based field contains certain words or phrases

“Person name contains business”

Is not empty

When a specified field contains any value

“Organization address is not empty.”

Owner/assigned to user is

When a specific user has been assigned an item (deal/contact/activity)

“Activity assigned to user is user A”

Creator is

This is an important distinction from owner is. The creator is the person who created the said item whereas the owner can be changed.

“Organization creator is user B”

Filter matches

When an item falls within the parameters of a specified filter

“Person filter matches person label is cold”


Deal stage changes

If you want to trigger an automation based on a change to the deal stage, use the deal stage has changed to or deal stage has changed condition, depending on whether you want to specify a stage. You can also use deal stage is condition. However, it will require you to apply an additional condition on top of it since it's a passive condition.

Note that a change to the deal's stage will be triggered regardless of direction. For example, if you move a deal backward rather than forward in your pipeline, this action will still trigger your automation.


Person matches filter

Since entering a filter’s results constitutes an action, you can trigger it with automations. However, you can't use automations on existing items within the filter results.

For example, you can't change the label of every person within a filter’s results by choosing the filter as an automation condition. Instead, you can use bulk edit to fit people to the filter requirements.

Note: For an in-depth visual guide into the automation tool, check out our weekly webinar.
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