Which plans include automations?
All plans.
What are automations used for?
They allow you to keep data updated automatically or create new records in response to a trigger, ensuring consistent and reliable processes.
How do I create an automation?
To create an automation in Sage Sales Management, go to the module where you want the automation to start (e.g. companies), click the lightning icon and select a template. Or access it from your avatar > My profile and settings > Automations and click “Create” to create one from scratch.
Which triggers and actions can I use?
Triggers include detecting creations, such as new companies or opportunities, detecting field updates or detecting deletions. As for actions, there are many options, such as updating data using mathematical formulas or date calculations, account reassignment, automatic activity reporting, or scheduling tasks or events.
Can I use automations to update custom fields?
Yes. You can automatically update custom fields when the defined conditions are met.
Can I activate it only for a team or for specific users?
Yes. You can configure the automation so that only a specific team or only certain specific users can trigger it.
Can I test an automation before putting it into production?
Yes. To do so, first create a controlled environment by adding a condition so that the ‘Triggering user’ is only your user; this way it will only run when you perform tests. When you run the test, make sure it meets the conditions you defined, then go to the ‘History’ and check whether it has run as expected.
Can I use triggers coming from tools external to Sage Sales Management?
No. Triggers only come from actions carried out in Sage Sales Management, not from external services.
What is the difference between using a template and creating one from scratch?
Templates save time with predefined flows; creating from scratch starts with a blank page.
Can I create an automation without conditions?
Yes. In that case, the action will run whenever the trigger occurs. If you do not want it to run every time, you can narrow it down with conditions (e.g. only run when the customer has a specific ‘Type’ or ‘Status’).
Can I use more than one condition or action in the same automation?
Yes. You can define multiple conditions and assign one or several actions to each, creating more complex flows.
In an automation with several actions, in which order are they executed?
Complex automations with several branches run from top to bottom and from left to right.
Can I configure an action to run only the first time or every time?
Yes. You can configure this in the condition preceding the action. Select either “run once” or “run every time” from the lower options of the condition panel. If there is no condition preceding the action, it will run every time the trigger is activated.
Can I create an automation between different modules?
Yes. You can automate between different modules, for example, when detecting that a new commercial activity is recorded, automatically modifying data of the linked customer.
Can I create conditions by combining different modules?
Yes. You can create conditions with data from the triggering entity (e.g. if it is triggered when an opportunity is created, conditions using fields from the created opportunity) and you can also create conditions with data from modules linked to the triggering entity (e.g. data from any of the linked companies 1,2,3; or data from any of the contacts 1,2,3,4,5; or any of the owners 1,2,3,4,5 linked to the created opportunity).
Can I update data or create records using data from other modules?
Yes. You can create or update records using the “equal to another field” operator to copy the value from the same triggered entity (e.g. if triggered when an opportunity is created, copy a field of the created opportunity) and you can also copy the value from other linked entities (e.g. fields from companies 1,2,3; or contacts 1,2,3,4,5; or owners 1,2,3,4,5 linked to the created opportunity).
Can texts with variables, mathematical calculations with variables or date calculations be automated?
Yes. For text fields you can write the text you want and include variables, inserting fields from the triggering entity or fields from linked entities. Likewise, in numeric fields you can create mathematical formulas by inserting fields as variables; and the same for date calculations, where you can use complex date operators such as “N days after” a variable.
Will automations replace all custom functions?
No. They cover many common scenarios, but some advanced functions may require technical solutions.
What happens if several automations are triggered at the same time?
Each automation runs independently. For this reason, it is better to unify in a single automation all actions that update data on the same entity. With a single, more complex automation, you can control the execution order, which is from top to bottom and from left to right. Otherwise, if you create two automations separately, you will not be able to control which one the system executes first.
Can I edit or disable an automation after creating it?
Yes. You can modify it even if it is active, and you can temporarily disable it without having to delete it.
What happens if I modify an automation that is active?
The modifications will be reflected in the triggers occurring after the change; the change is not retroactive.
What happens in case of an error?
When an error occurs, you will receive an automatic email notification. From the email you can access the error history directly and review the cause of the error and correct it.
Can I add other users so they also receive error notifications?
Yes. You can add any Sage Sales Management user to error notifications, as well as external email addresses. However, an admin user is required to access the automations module and view the history.
Can I disable email error notifications?
Yes. You can disable error notifications. However, we recommend keeping them enabled, because if automations are not running for some reason, it could affect your team’s daily work.