Creating an automation in Sage Sales Management allows you to optimise repetitive tasks and ensure your processes always run consistently.

Follow these steps to create an automation following best practices and avoid affecting your colleagues’ daily work while you configure it.

Before creating an automation, clearly identify which process you want to automate and what result you expect to achieve.

For example, do you want to automatically create follow-up tasks?
Update a field when another changes?
Or send notifications when certain conditions are met?

Having this clear from the start will help you design the automation correctly and avoid unexpected results.

Triggers

Automations can be activated when any of the following events are detected in Sage Sales Management:

Actions

Automations can automatically perform the following processes:

For automations with multiple conditions or branches, the order of execution always follows the same logic: from top to bottom and left to right.

As shown in the GIF above:

💡 Suggestion:
If you need to update several data points within the same entity, group all conditions and actions in a single automation.
This way, you can control the order of execution and keep all related processes in one flow.

The execution mode defines how often the actions are applied when the conditions are met.
To define this mode, simply click on the condition you want to modify and choose one of the two options.

You can choose between:

When the trigger is activated and the condition is met, the actions that follow are executed only the first time the condition is met.
Ideal for automating notifications, calendar events or one-off task assignments.

Example:
When an opportunity changes to the status “In negotiation”, a follow-up event is automatically created.
If the record is modified again without changing its status, the event is not created again — unless the opportunity moves to another status and later returns to “In negotiation”.

When the trigger is activated and the condition is met, the actions that follow are executed every time the condition is fulfilled.
This mode is useful for processes that need to repeat, such as calculations or automatic updates.

Example:
When an opportunity is modified and its status is “Won”, the automation updates the field “Value with VAT” by multiplying the amount by 1.21.
Every time the opportunity is edited — while the status remains “Won” — the calculation will automatically be reapplied.

✅ Recommendation:
Use Run once for one-off actions (notifications, assignments) and Run every time for continuous calculations or data updates.

Create a new automation and define its trigger, conditions and actions according to the behaviour you want to automate.
You can do this by using a template or by creating one from scratch.

Click the lightning icon within the main entities and you’ll see the templates related to the entity you’re in.
Templates give you a predefined scenario that you can adapt to your needs.

You can also create one from scratch by accessing it through your avatar, selecting My profile and configuration > Automations, and defining step by step the trigger, conditions and actions.

The trigger is the event that activates your automation.
If needed, add conditions to specify in which cases the defined actions should be executed.

🧩 To save an automation, it’s necessary to define a trigger and complete at least one action.

Before activating an automation, carry out your tests in a safe environment to avoid affecting real data or your colleagues’ daily work.
To do this, limit the automation to your own user only:

Add a “AND” condition (which must always be met) on the Trigger user.
Set the following values:

This way, the automation will only execute when you perform the tests.

Run the process in this test environment to confirm that the configured logic works correctly.

Imagine the following example automation:

From the web app or the Android/iOS applications, go to the module of the trigger entity (for example, Opportunities).
Perform the trigger event (for example, create an opportunity).

Make sure that all the defined conditions are met (for example, assign a value equal to or greater than €1,000).

Verify that the automation has executed as expected and that the actions have been completed correctly.
Access the module of the action entity (for example, Companies) and check if the changes have been applied (for example, the rating changed to “A”).

You can also check the Automation history to see whether the process ran, was filtered, or produced an error.

Once you have validated the automation and confirmed that it runs as expected, if you limited it to your own user during testing, remove that restriction and activate it according to your needs.

Remove the condition that limits the Trigger user.

Add an “AND” condition (which must always be met) on the entity Trigger user and the field Manager (the team manager) as follows:

Add an “AND” condition (which must always be met) on the entity Trigger user and the field Environment (user’s work team) or Country (user’s country) as follows:

Add an “AND” condition (which must always be met) on the entity Trigger user with the field Record, as follows:

✅ Once configured, your automation will be active and ready to improve efficiency across your team — running automatically whenever the defined triggers, conditions and actions occur.