Note: This feature is currently in beta and is available only to a small group of customers. It will soon be made available to all users.
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.
1. Define which process you want to automate
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.
1.1 Which triggers and actions are available?
Triggers
Triggers are events that start an automation in Sage Sales Management.
In the following tables:
Yes means that the event can start an automation for that entity.
No means that the event is not available for that entity.
Events available for general entities
Entity | Is created | Is modified | Is won | Is lost | Is moved to an open status | Is deleted |
Account | Yes | Yes | Yes | Yes | Yes | Yes |
Contact | No | No | No | No | No | No |
Activity | No | No | No | No | No | No |
Task | No | No | No | No | No | No |
Event | No | No | No | No | No | No |
Opportunity | Yes | Yes | Yes | Yes | Yes | Yes |
Order | No | No | No | No | No | No |
Events available with paid add-ons
These triggers are only available if you have the corresponding add-on enabled.
Entity | Is delivered | Is opened | Is clicked | Is bounced | Is dropped | Is marked as spam |
Email campaign | Yes | Yes | Yes | Yes | Yes | Yes |
Actions
Actions are the processes that Sage Sales Management performs automatically when an automation’s conditions are met.
In the following table:
Yes means that the automation can perform the action on that entity.
No means that the action is not available for that entity.
Actions available by entity
Target entity | Create | Update |
Account | Yes | Yes |
Contact | Yes | Yes |
Activity | Yes | No |
Task | Yes | No |
Event | Yes | No |
Opportunity | Yes | Yes |
User | No | Yes |
Order | No | No |
Tip: If you are unsure where to start, explore the available templates first. You will find examples of the automations most commonly used by sales teams and can adapt the template that best suits your needs.
1.2. How and in what order automations run
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 image above:
In this example automation, once the trigger is activated, Action 1 runs first because it has no conditions.
The system then evaluates Condition 1.
If it is not met, the process ends there.
If it is met, it proceeds to Action 2.
Next, it evaluates Condition 2:
If met, Action 3 is executed.
If not, the flow jumps directly to Action 4.
💡 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.
⚠️ Avoid creating multiple automations with the same trigger, as you won’t be able to determine which one will run first
1.3. Re-entry
The Re-entry setting determines whether an automation can run again for the same record.
Configure Re-entry once in the Trigger using the on/off toggle. The system automatically applies this setting to every branch and condition in the automation.
After the Trigger fires, the system evaluates the branches, conditions and actions in their configured order.
Re-entry off
This is the default setting. When a record meets the trigger criteria and conditions, the associated actions run the first time only.
If the same record triggers the automation again, those actions will not run again, even if the conditions are met.
This setting is ideal for one-off notifications, calendar events or task assignments that you do not want to duplicate.
Example:
When an opportunity moves to the “In negotiation” status, the automation creates a follow-up event.
If the same opportunity triggers the automation again, the event is not created again, even if the opportunity moves to another status and later returns to “In negotiation”.
Re-entry on
When Re-entry is on, the associated actions run again whenever the same record meets the trigger criteria and conditions.
This setting is useful for processes that need to be repeated, such as recalculations or automatic data updates.
Example:
When an opportunity is modified and its status is “Won”, the automation updates the “Value including VAT” field by multiplying the amount by 1.21.
Every time the opportunity meets the trigger criteria and conditions, the calculation runs again automatically.
✅ Recommendation:
Keep Re-entry off for one-off actions, such as notifications or assignments. Turn it on for recalculations or data updates that should run again whenever the same record meets the trigger criteria and conditions.
2. Set up the automation
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.
Create an automation using a template
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.
Create an automation from scratch
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. Configure Re-entry in the Trigger using the on/off toggle. The system automatically applies this setting to every branch and condition in the automation.
If required, add conditions to define when the actions should run.
🧩 To save an automation, it’s necessary to define a trigger and complete at least one action.
3. Create a controlled environment
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:
Condition entity: Trigger user
Condition field: Record
Condition operator: Contains
Condition value: your own user
This way, the automation will only execute when you perform the tests.
4. Test the automation
Run the process in this test environment to confirm that the configured logic works correctly.
Imagine the following example automation:
Trigger: Whenever someone on your team creates or modifies an opportunity
Condition: Greater than or equal to €1,000
Action: The system automatically updates the linked company to rating A
1. From the web app or the Android/iOS applications, go to the module of the trigger entity (for example, Opportunities).
2. Perform the trigger event (for example, create an opportunity).
3. Make sure that all the defined conditions are met (for example, assign a value equal to or greater than €1,000).
5. Check the results
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.
Result interpretation
Status | Description |
Filtered | The actions did not run because the conditions were not met. You can check why the condition failed by comparing the expected value (the one you defined in the configuration) with the current value (the value of the record when it was triggered). |
Success | The action executed correctly. Other actions in the same automation may have been filtered. |
Error | Some action did not complete due to incorrect configuration or missing data. Review the affected fields. Other actions in the same automation may have been filtered or executed successfully. |
6. Activate the automation for all users, a team or specific users
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.
For all users
Remove the condition that limits the Trigger user.
For specific teams by hierarchy
Add an “AND” condition (which must always be met) on the entity Trigger user and the field Manager (the team manager) as follows:
Condition entity: select Trigger user
Condition field: select Manager to search among existing managers
Condition operator: select Contains or Does not contain to exclude teams by their manager
Condition value: search for and select the managers of the teams for which you want to activate the automation
For specific teams by environment or country
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:
Condition entity: select Trigger user
Condition field: select Environment or Country to search among existing work teams or countries
Condition operator: select Contains or Does not contain to exclude teams by environment or country
Condition value: search for and select the environments or countries for which you want to activate the automation
For specific users
Add an “AND” condition (which must always be met) on the entity Trigger user with the field Record, as follows:
Condition entity: select Trigger user
Condition field: select Record (to search among existing user records)
Condition operator: select Contains or Does not contain to exclude users
Condition value: search for and select the users for whom you want to activate the automation
✅ 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.