Automations - Actions
Package: BASIC
1. Action Configuration
Actions determine what should happen when an event occurs and any preconditions are met.
For each action, the user to be used for execution can be defined.
After clicking an action in the editor, the "Action" sidebar opens.
Action sidebar
An action can only be configured if it is connected to an already configured trigger or an already configured condition!
After double-clicking an action in the editor - alternatively via the "Edit" action in the action's sidebar - the "Action" popup opens.
The "Action" popup displays all available actions as tiles (incl. short description). To help you find a desired action more quickly, the popup is divided into three tabs:
- All → Display of all available actions
- Record-related → Display of record-related actions
- Messages → Display of actions that send messages or display information
Action popup - "All" tab
Action popup - "Record-related" tab
Action popup - "Messages" tab
The following actions are available (each depending on the selected trigger):
| Action | Description | available with trigger |
|---|---|---|
| Attachments as document | Creates attachments of a scanned email as documents, taking conditions into account. |
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| Send notification | Sends personalised notifications with information from the main record. |
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| Update record | Updates fields from the main record or records linked via reference fields. |
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| Create record | Creates a new record. |
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| Delete record | Allows deletion of the triggering record. Additionally, links of the record can also be deleted. |
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| Delete record | Deletes records from the selected modules that were created by Billing line item actions. |
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| Link records | Searches subject and content for record numbers and links the email. Includes the action "Save email". |
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| Send email | Sends personalised emails with information from the main record as well as linked records. |
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| Save email | Stores a scanned email as a copy in the system and links it with further records where applicable. |
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| Display information | Displays information to the logged-in user that can originate from the main record and its links.
The information can be displayed as a note or as a popup dialog (configurable in the action). |
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| Edit line item | Enables editing of line items in Billing modules. |
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| Add line item | Enables creation of new line items in Billing modules. |
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| Create/update ticket | Updates tickets based on record numbers or creates new ones if not found, with optional creation of the sender. |
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| Default interest | Inserts a line item to cover default interest. |
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| Contract update | Updates the line items of a contract, based on a sales order. |
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| Call webhook | Enables the transfer of fields, line items or relations of a record to a webhook via POST or GET call. |
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| Line-item-based aggregations | Calculates values based on line items and writes them into a main field of the record. Supports filtering by conditions. |
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| Update relations | Updates the relations of the triggering record. Relations to be updated can be restricted by conditions. |
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| Request payment mandate | Requests a mandate via the configured payment provider. Only available if a payment provider is configured and activated for the organization. |
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| Payment collection | Triggers a payment collection via the configured payment provider. Prerequisites: A payment provider is activated for the organization, the invoice originates from a contract with a valid mandate. The action requires no further configuration other than the naming. |
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| Send SMS | Sends an SMS via the telephone integration of the logged-in user |
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| Convert lead | Converts a lead automatically - with the same scope of functionality as the manual conversion (Organization and Partner, Contact, Deal, Appointment, Task, Note as well as transfer of comments, tags, Website Visits and note widgets). |
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| Change multiple line items | Updates multiple line items of a record in a single save operation. Only line items matching the configured line item type are considered. |
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1.1. Action step 1 - Selecting the action
By marking (clicking) an action in the "Action" popup and clicking the "Next" button, a popup opens in which the selected action is configured in detail.
1.2. Action step 2 - Configuring the action
For all actions that can be executed with a delay or repeatedly, the execution time can be restricted to certain weekdays and public holidays can be skipped.
- Weekdays → If the calculated date falls on a weekday that is not selected, the action is executed on the next selected weekday.
Example: Monday to Friday are selected. If the calculated date falls on a Saturday, Sunday is checked (also not selected) and the action is executed on Monday.
- Skip public holidays → If the calculated date falls on a public holiday, the action is executed on the next permissible day. A multiple selection determines whose public holidays are taken into account, e.g. those of the responsible user, the organization or the billing address of an organization, contact or partner. The available sources depend on the module of the record. If at least one selected source has a public holiday on a given day, that day is skipped.
The public holidays are determined based on the country and state of the selected source. The public holiday data for all countries and states is delivered with the system.
For public holidays to be skipped correctly, the state must be maintained via the state selection in the addresses of the sources used – for organizations, contacts and partners as well as in the company information (organization) and the user settings.
The same settings are available for date values in the workspace (popup Export format, see Configuring the workspace) and in the conditions.
1.2.1. Attachments as document
The "Attachments as document" action creates attachments of a scanned email as documents, taking conditions into account.
Attachments as document popup
The following fields/functions are available in the "Attachments as document" popup:
- Attachment
- Responsible for created records * → Selection of the responsible user/group
- Organization for created records * → Selection of the Organization for the created records
- Directory * → Selection of the directory in which the record is saved
- Prefix for title → Configuration of the prefix for the title:
- none (file name only)
- Subject
- Sender address
- Free text
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
*Mandatory field
After clicking the "Save" button in the "Attachments as document" popup, the action is saved and displayed in the editor.
1.2.2. Send notification
The "Send notification" action sends personalised notifications with information from the main record as well as linked records.
Send notification popup
The following fields/functions are available in the "Send notifications" popup:
- Notification
- To → Selection of users, groups, roles and user fields of the triggering record by clicking the "Add recipient" action icon (icon "Plus") that should receive the notification
- Subject → Input field for the subject of the notification
Note: Placeholders can be inserted in the subject of the message. - Editor → A formattable message text can be entered in the editor area
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Frequency
* → Picklist for when a notification should be sent:
- every time → the notification is sent every time the trigger and the condition apply
- once → the notification is sent only once per record when the trigger and the condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
- Input field "Duration" and picklist "Time unit" (optional) → Input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) each before/after the trigger date)
- Field "Trigger date"
* → Picklist with date fields as the basis for the delay
If the field is empty in the record, the action is not executed! - Input field "Time" (optional) → Entry of an optional time
- Switch "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is rescheduled or deleted according to the delay.
- Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Switch "Skip holidays" → Holidays can be skipped; country and state are determined via selectable sources
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
- Input field "Every" → Input field for the duration of the delay of the selected time unit
- Picklist "Time unit" → Picklist with the time units day(s)/week(s)/month(s)/year(s)
Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed. - Selection field "Weekdays" (optional) → own weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition to all further executions
- Switch "Skip holidays" → Holidays can be skipped; country and state are determined via selectable sources
- Frequency
* → Picklist for when a notification should be sent:
*Mandatory field
Send notification popup - Configure delay
Send notification popup - Configure repetition
After clicking the "Save" button in the "Send notifications" popup, the action is saved and displayed in the editor.
1.2.3. Update record
The "Update record" action updates fields from the main record or records linked via reference fields.
Update record popup
The following fields/functions are available in the "Update record" popup:
- Button "Add field" → a picklist of all available fields to update is displayed.
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Frequency
* → Picklist for when a record should be updated:
- every time → the record is updated every time the trigger and the condition apply
- once → the record is updated only once when the trigger and the condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
- Input field "Duration" and picklist "Time unit" (optional) → Input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) each before/after the trigger date)
- Field "Trigger date"
* → Picklist with date fields as the basis for the delay
If the field is empty in the record, the action is not executed! - Input field "Time" (optional) → Entry of an optional time
- Switch "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is rescheduled or deleted according to the delay.
- Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
- Input field "Every" → Input field for the duration of the delay of the selected time unit
- Picklist "Time unit" → Picklist with the time units day(s)/week(s)/month(s)/year(s)
Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed. - Selection field "Weekdays" (optional) → own weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition to all further executions
- Frequency
* → Picklist for when a record should be updated:
*Mandatory field
1.2.3.1. Step 1 - Update record - Add field
After clicking the "Add field" button, a picklist of all available fields to update is displayed.
After selecting the field, it is shown as a new row.
Update record popup - Add field
The new value of the field can now be entered in the input field.
For fields of type Number, the entered value is automatically rounded to the available number of decimal places of the field. Fields of type Currency always round to two decimal places.
In the row of an input field, two action icons are also frequently displayed:
- Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to generate more complex field values
- Action icon "Remove field" (icon "Trash can") → deletes the field
1.2.3.2. Step 1a - Update record - Configure workspace (optional)
Optionally, the "Configure workspace" function can also be used to configure more complex comparisons.
After clicking the "Configure workspace" action icon (icon "Puzzle"), the "Set value" popup opens.
The functionalities in the "Set value" popup are described in detail in the section Configure workspace - Set value.
1.2.4. Create record
The "Create record" action creates new records in other modules.
Create record popup
The following fields/functions are available in the "Create record" popup:
- Picklist "Object type" * → Picklist of object types (modules) for which a new record should be created.
- Button "Add field" → a picklist of all available fields of the selected object type (module) is displayed.
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Frequency
* → Picklist for when a record should be updated:
- every time → the record is updated every time the trigger and the condition apply
- once → the record is updated only once when the trigger and the condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
- Input field "Duration" and picklist "Time unit" (optional) → Input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) each before/after the trigger date)
- Field "Trigger date"
* → Picklist with date fields as the basis for the delay
If the field is empty in the record, the action is not executed! - Input field "Time" (optional) → Entry of an optional time
- Switch "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is rescheduled or deleted according to the delay.
- Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
- Input field "Every" → Input field for the duration of the delay of the selected time unit
- Picklist "Time unit" → Picklist with the time units day(s)/week(s)/month(s)/year(s)
Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed. - Selection field "Weekdays" (optional) → own weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition to all further executions
- Frequency
* → Picklist for when a record should be updated:
*Mandatory field
1.2.4.1. Step 1 - Create record - Select object type
- Picklist "Object type" → After clicking the "Object type" picklist, a picklist of all available modules in which a new record can be created is displayed.
- Picklist "Reference field" → After clicking the "Reference field" picklist, a picklist of the modules via which a link to the source record is established is displayed.
- Picklist "Action" → Selection of the action used as the basis for data transfer.
Depending on the selected object type (module), further fields for configuration are displayed.
Create record popup - Object type Contracts
Create record popup - Object type Documents
For many fields the "i" icon
is available, which displays additional information about the respective field on mouseover.
Mandatory fields are marked with a red asterisk *.
In the row of an input field, two action icons are also frequently displayed:
- Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to generate more complex field values
- Action icon "Remove field" (icon "Trash can") → deletes the field
1.2.4.2. Step 1a - Create record - Configure workspace (optional)
Optionally, the "Configure workspace" function can also be used to configure more complex comparisons.
After clicking the "Configure workspace" action icon (icon "Puzzle"), the "Set value" popup opens.
The functionalities in the "Set value" popup are described in detail in the section Configure workspace - Set value.
1.2.5. Delete record
The "Delete record" action allows deletion of the triggering record. Additionally, links of the record can also be deleted. Deleted records are moved to the Recycle Bin module.
Delete record popup
The following fields/functions are available in the "Delete record" popup:
- Delete link from (optional) → Picklist of modules that can have a reference to the record to be deleted. The reference is also deleted when the triggering record is deleted. One or more modules can be selected.
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Delay
* → after clicking the "Configure delay" button, a popup opens with the following fields:
- Input field "Duration" and picklist "Time unit" (optional) → Input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) each before/after the trigger date)
- Field "Trigger date"
* → Picklist with date fields as the basis for the delay
If the field is empty in the record, the action is not executed! - Input field "Time" (optional) → Entry of an optional time
- Switch "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is rescheduled or deleted according to the delay.
- Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Delay
* → after clicking the "Configure delay" button, a popup opens with the following fields:
*Mandatory field
1.2.5.1. Step 1 - Delete record - Configure delay
For smooth operation, this action must necessarily be executed with a delay. To achieve the fastest possible execution, a delay before the trigger time can be configured, for example.
1.2.5.2. Step 1a - Delete record - Delete links (optional)
In the "Delete link from" field (picklist), modules can be selected that can have a reference to the record to be deleted. The reference is also deleted when the triggering record is deleted. One or more modules can be selected.
After clicking the "Save" button in the "Delete record" popup, the action is saved and displayed in the editor.
1.2.6. Delete record
The "Delete record" action deletes records from the selected modules that were created by Billing line item actions.
Delete record popup
The following fields/functions are available in the "Delete record" popup:
- Modules to delete * → Picklist of modules in which records are to be deleted that were created by Billing line item actions. One or more module(s) can be selected.
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
- Input field "Duration" and picklist "Time unit" (optional) → Input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) each before/after the trigger date)
- Field "Trigger date"
* → Picklist with date fields as the basis for the delay
If the field is empty in the record, the action is not executed! - Input field "Time" (optional) → Entry of an optional time
- Switch "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is rescheduled or deleted according to the delay.
- Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
*Mandatory field
After clicking the "Save" button in the "Delete record" popup, the action is saved and displayed in the editor.
1.2.7. Link records
The "Link records" action searches subject and content for record numbers and links the email. Includes the action Save email.
Link records popup
The following fields/functions are available in the "Delete record" popup:
- Link to * → Picklist of modules to which the email should be linked. One or more module(s) can be selected.
- Restrict number ranges → Restriction of number ranges to be searched per module. If no restriction is selected for a module, all number ranges are searched. X = currently inactive number range.
- Search content as well as subject → Switch to configure whether the content should be searched in addition to the subject.
- Save email → If records to link are identified, but the email is not yet in the system, it is created once with this configuration.
- Link to
* → Picklist to configure to which address the email should be linked (both addresses can be selected):
- Sender address
- Recipient addresses
- Use blacklist from email account → Switch to configure whether the blacklist from the email account should be used.
- Responsible for email → Selection of the responsible user/group
- Organization for created records * → Selection of the Organization for the created records
- Create if address not found → Picklist to configure whether a new record should be created if the address is not found. The following values are available for selection:
- no
- as Contact
- as Lead
- Link to
* → Picklist to configure to which address the email should be linked (both addresses can be selected):
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
*Mandatory field
After clicking the "Save" button in the "Link records" popup, the action is saved and displayed in the editor.
1.2.8. Send email
The "Send email" action sends personalised emails with information from the main record as well as linked records.
Send email popup
For the "Send email" action, the responsibility for the sent email can be defined. The default value for the responsibility is the executing user.
The following fields/functions are available in the "Send email" popup:
- Field "From" → Selection of the sender email account
- Action icon "Change sender email account" → After clicking the action icon, a picklist of all email accounts opens in which the "Automation allowed" setting is set to "active".
- Field "To" → Selection of the email recipients
- Editor → The text of the email is composed in the editor area. Optionally, an email template can be selected and an attachment added.
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Action button "Template" → After clicking the action button, a flyout menu opens for selecting an email template. Additionally, two further actions are available:
- Create template → The create view of an email template opens in a new browser tab to create a new template.
- Update templates → The list of available email templates is updated.
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Action icon "Add attachment" (icon "Paperclip") → After clicking the action icon, a flyout menu opens with the actions:
- PDF template → Opens the "Load template" popup window for selecting a PDF template.
- File field → Opens the "Select field" popup window, in which a file field from a module can be selected via a picklist.
- Select file → The file explorer of the operating system opens to select files.
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Editor area/email body → In the email body, the text can be formatted using the toolbar. The toolbar provides all functionalities for text formatting (e.g. font type and size, bullet points, inserting images and links, tables, etc.).
On mouseover of the "Email body" area, the "Keyboard shortcut" icon (opens the "Keyboard shortcuts" popup) is displayed at the bottom right.
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- Field "Responsible for created records" * → Picklist of users/groups for the "responsible" field in created records
- Field "Priority" → Picklist of the priority of the email (values Low, Normal and High)
- Switch "Save email in CRM" → Setting whether the email should be saved in the CRM (Emails module)
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Execute as * → Picklist for which user (logged-in user or user name) the action is executed as
- Frequency
* → Picklist for when an email should be sent:
- every time → the record is updated every time the trigger and the condition apply
- once → the record is updated only once when the trigger and the condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
- Input field "Duration" and picklist "Time unit" (optional) → Input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) each before/after the trigger date)
- Field "Trigger date"
* → Picklist with date fields as the basis for the delay
If the field is empty in the record, the action is not executed! - Input field "Time" (optional) → Entry of an optional time
- Switch "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is rescheduled or deleted according to the delay.
- Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
- Input field "Every" → Input field for the duration of the delay of the selected time unit
- Picklist "Time unit" → Picklist with the time units day(s)/week(s)/month(s)/year(s)
Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed. - Selection field "Weekdays" (optional) → own weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition to all further executions
*Mandatory field
1.2.8.1. Step 1 - Send email - Sender email account
After clicking the "Change sender email account" action icon (icon "Inbox"), a picklist of all email accounts opens in which the "Automation allowed" setting is set to "active".
1.2.8.2. Step 2 - Send email - Select recipient
After clicking the "Add recipient" action icon (icon "Plus"), a picklist of email fields from the modules opens.
One or more fields can be selected; direct entry of an email address is also possible (pressing the Enter key transfers the entered email address into the recipient field).
Send email popup - Picklist field "To"
1.2.8.3. Step 3 - Send email - Subject
The subject of the email is entered in the input row.
1.2.8.4. Step 4 - Send email - Select template (optional)
After clicking the action button, a flyout menu opens for selecting an email template. Additionally, two further actions are available:
- Create template → The create view of an email template opens in a new browser tab to create a new template.
- Update templates → The list of available email templates is updated.
1.2.8.5. Step 5 - Send email - Add attachment (optional)
After clicking the "Add attachment" action icon (icon "Paperclip"), a flyout menu opens with the actions:
- PDF template → Opens the "Load template" popup window for selecting a PDF template.
- File field → Opens the "Select field" popup window, in which a file field from a module can be selected via a picklist.
- Select file → The file explorer of the operating system opens to select files.
1.2.8.6. Step 6 - Send email - Email body (optional)
The email text (email body) can be entered in the editor area. The text can be formatted using the toolbar. The toolbar provides all functionalities for text formatting (e.g. font type and size, bullet points, inserting images and links, tables, etc.).
On mouseover of the "Email body" area, the "Keyboard shortcut" icon (opens the "Keyboard shortcuts" popup) is displayed at the bottom right.
1.2.9. Save email
The "Save email" action stores a scanned email as a copy in the system and links it with further records where applicable.
Save email popup
- Link to
* → Picklist to configure to which address the email should be linked (both addresses can be selected):
- Sender address
- Recipient addresses
- Use blacklist from email account → Switch to configure whether the blacklist from the email account should be used.
- Responsible for email → Selection of the responsible user/group
- Organization for created records * → Selection of the Organization for the created records
- Create if address not found → Picklist to configure whether a new record should be created if the address is not found. The following values are available for selection:
- no
- as Contact
- as Lead
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
*Mandatory field
After clicking the "Save" button in the "Save email" popup, the action is saved and displayed in the editor.
1.2.10. Display information
The "Display information" action displays information to the logged-in user that can originate from the main record and its links.
Display information popup
The following fields/functions are available in the "Display information" popup:
- Display information
- Subject → Input field for the subject of the information
- Editor → A formattable message text can be entered in the editor area
- Picklist "Type" → Picklist with the values "Popup dialog" and "Note" to configure the type of information
- Popup dialog → a popup dialog with the information is displayed
- Note → A note with the information is displayed. The note can have the following variants (the "Variant" picklist is displayed when the "Note" type is selected):
- Information (blue)
- Success (green)
- Warning (yellow)
- Error (red)
- General
- Name → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Frequency → Picklist for when information should be displayed:
- every time → the notification is sent every time the trigger and the condition apply
- once → the notification is sent only once per record when the trigger and the condition apply
- Frequency → Picklist for when information should be displayed:
*Mandatory field
1.2.10.1. Step 1 - Display information - Subject
The subject of the information is entered in the input row.
1.2.10.2. Step 2 - Display information - Information
The text of the information can be entered in the editor area. The text can be formatted using the toolbar. The toolbar provides all functionalities for text formatting (e.g. font type and size, bullet points, inserting images and links, tables, etc.).
On mouseover of the "Information" area, the "Keyboard shortcut" icon (opens the "Keyboard shortcuts" popup) is displayed at the bottom right.
1.2.10.3. Step 3 - Type
After clicking the "Type" field (picklist), a picklist opens with the values "Urgent" and "Note" to configure the type of information.
1.2.11. Edit item
The "Edit line item" action enables editing of line items in Billing modules.
Edit line item popup
The following fields/functions are available in the "Edit line item" popup:
- Choose line item type
- Button "Product" → the input mask for editing a product is displayed
- Button "Service" → the input mask for editing a service is displayed
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Frequency
* → Picklist for when a record should be updated:
- every time → the record is updated every time the trigger and the condition apply
- once → the record is updated only once when the trigger and the condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
- Input field "Duration" and picklist "Time unit" (optional) → Input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) each before/after the trigger date)
- Field "Trigger date"
* → Picklist with date fields as the basis for the delay
If the field is empty in the record, the action is not executed! - Input field "Time" (optional) → Entry of an optional time
- Switch "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is rescheduled or deleted according to the delay.
- Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
- Input field "Every" → Input field for the duration of the delay of the selected time unit
- Picklist "Time unit" → Picklist with the time units day(s)/week(s)/month(s)/year(s)
Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed. - Selection field "Weekdays" (optional) → own weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition to all further executions
- Frequency
* → Picklist for when a record should be updated:
*Mandatory field
1.2.11.1. Step 1 - Edit item - Product or service
After clicking the "Product" button or the "Service" button, the input mask for configuring the line item is displayed.
Edit line item popup - Product selected
Edit line item popup - Service selected
The following fields/functions are available after selecting a product/service:
- Switch "Reminder fee" → Setting for the reminder fee (active/inactive)
- Line item information
- Button "Add field" → a picklist of all available fields to update is displayed.
- Custom fields
- Button "Add field" → a picklist of all available fields to update is displayed.
Custom field values when updating line items allow the use of fields from references.
- Button "Add field" → a picklist of all available fields to update is displayed.
After clicking the "Add field" button, a flyout menu opens with the selection of fields from the selected product or service record that should be edited.
In the row of an added field, two action icons are displayed:
- Action icon "Remove field" (icon "Trash can") → deletes the field
- Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to generate more complex field values
1.2.12. Add item
The "Add line item" action enables creation of new line items in Billing modules.
Add line item popup
The following fields/functions are available in the "Add line item" popup:
- Choose line item type
- Button "Product" → the input mask for configuring a product is displayed
- Button "Service" → the input mask for configuring a service is displayed
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Frequency
* → Picklist for when a record should be updated:
- every time → the record is updated every time the trigger and the condition apply
- once → the record is updated only once when the trigger and the condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
- Input field "Duration" and picklist "Time unit" (optional) → Input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) each before/after the trigger date)
- Field "Trigger date"
* → Picklist with date fields as the basis for the delay
If the field is empty in the record, the action is not executed! - Input field "Time" (optional) → Entry of an optional time
- Switch "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is rescheduled or deleted according to the delay.
- Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
- Input field "Every" → Input field for the duration of the delay of the selected time unit
- Picklist "Time unit" → Picklist with the time units day(s)/week(s)/month(s)/year(s)
Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed. - Selection field "Weekdays" (optional) → own weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition to all further executions
- Frequency
* → Picklist for when a record should be updated:
*Mandatory field
1.2.12.1. Step 1 - Add item - Product or service
After clicking the "Product" button or the "Service" button, the input mask for configuring the line item is displayed.
Add line item popup - Product selected
Add line item popup - Service selected
The following fields/functions are available after selecting a product/service:
- Field Product or Service → After clicking the "Choose record" action icon (icon "three dots with lines"), a popup opens for selecting a product or service.
- Switch "Reminder fee" → Setting for the reminder fee (active/inactive)
1.2.12.2. Step 2 - Add item - Item information
After selecting a product/service, further fields for configuration are displayed:
- Product/service name
* → The product/service name is taken from the selected record and can be changed manually if required.
Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to generate more complex field values. - Description → The description of the product/service is taken (formatted) from the selected record and can be changed manually if required.
Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to generate more complex field values. - List price → The list price (net) is taken from the selected record and can be changed manually if required.
Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to generate more complex field values. - Quantity → The quantity
* is taken from the selected record and can be changed manually if required.
Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to generate more complex field values. - Line item group * → Picklist with all configured line item groups
*Mandatory field
1.2.12.3. Step 3 - Add item - Custom fields (optional)
After clicking the "Add field" button, a flyout menu opens with the selection of fields from the selected product or service record that can be additionally added to the line item being added.
In the row of an added field, two action icons are displayed:
- Action icon "Remove field" (icon "Trash can") → deletes the field
- Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to generate more complex field values
Custom field values when creating line items allow the use of fields from references.
1.2.13. Create/update ticket
The "Create/update ticket" action updates tickets based on record numbers or creates new ones if not found, with optional creation of the sender.
This action searches the email for occurrences of record numbers of the Tickets module. If an existing record is identified, an external comment is created for it. If no record is found, a new one is created. If multiple records are identified through multiple numbers, all are updated.
Create/update ticket popup
- Responsible for created records * → Selection of the responsible user/group
- Organization for created records * → Selection of the Organization for the created records
- Search content as well as subject → Switch to configure whether the content should be searched in addition to the subject.
- Create missing senders as contact → If no matching sender for the record is identified and this option is inactive, no ticket is created.
- Use blacklist from email account → Switch to configure whether the blacklist from the email account should be used.
- Link attachments as documents → Switch to configure whether attachments should be created and linked as documents.
Note: Parallel tasks of the type "Attachments as document" can create duplicates. - Directory * → Selection of the directory in which the record is saved
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
*Mandatory field
After clicking the "Save" button in the "Create/update ticket" popup, the action is saved and displayed in the editor.
1.2.14. Default interest
The "Default interest" action inserts a line item to cover default interest.
Default interest popup
The following fields/functions are available in the "Default interest" popup:
- Choose reference product
- Button "Product" → the input mask for configuring a product is displayed
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
- Input field "Duration" and picklist "Time unit" (optional) → Input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) each before/after the trigger date)
- Field "Trigger date"
* → Picklist with date fields as the basis for the delay
If the field is empty in the record, the action is not executed! - Input field "Time" (optional) → Entry of an optional time
- Switch "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is rescheduled or deleted according to the delay.
- Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
*Mandatory field
1.2.14.1. Step 1 - Default interest - Reference product
After selecting a product, further fields for configuration are displayed:
- Base interest rate → numeric input field for specifying the base interest rate
- Taxation type → Picklist of the taxation type with the picklist values:
- Accrual taxation
- Cash taxation
- Type of business → Picklist of the type of business with the picklist values:
- Consumer transaction (5%)
- Commercial transaction (9%)
- Custom → After selecting the picklist value "Custom", a further field is displayed:
- Custom default interest rate → numeric input field for specifying a freely definable default interest rate
Default interest popup - Reference product selected
1.2.15. Contract update
The "Contract update" action updates the line items of a contract, based on a sales order.
The action supports two paths: If the sales order originates from an upgrade deal (contract action "Create upgrade deal" → Deal → Sales Order), the associated existing line items are updated. If the deal is not generated from the contract and only one contract is linked, the line items are created as new line items. Both paths can be mixed. Which line item belongs to which case is already determined on the sales order via the sales order marker "Linked line item".
If a value is present in the "Bill from" field for a line item, the line item is written directly into the contract (immediately visible) and only billed from this date – no scheduled action is created.
Optionally, only the line items booked via the digital signature process can be transferred.
For the "Contract update" action, Record created (Module: Sales Orders) is recommended as the trigger. The action should take effect as soon as a sales order is newly created – not with every later change to the record.
Contract update popup
The following fields/functions are available in the "Contract update" popup:
- Contract reference → Picklist with pre-filled value "Contract"
- Restrict line item groups → Picklist (multiple selection possible) of the existing line item groups
- General
- Name → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
- Input field "Duration" and picklist "Time unit" (optional) → Input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) each before/after the trigger date)
- Field "Trigger date"
* → Picklist with date fields as the basis for the delay
If the field is empty in the record, the action is not executed! - Input field "Time" (optional) → Entry of an optional time
- Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
*Mandatory field
1.2.16. Call webhook
The "Call webhook" action enables the transfer of fields, line items or relations of a record to a webhook via POST or GET call.
Call webhook popup
Call webhook popup - Add text
Call webhook popup - Add field
The following fields/functions are available in the "Call webhook" popup:
- Webhook URL * → Enter the webhook URL
- Method → Picklist of the method (POST or GET)
- Button "Add text" (optional) → Entry of the text parameters
- Name → Name of the text parameter
- Value → Value of the text parameter
- Button "Add field" (optional) → Picklist of modules/module fields
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Execute as * → Picklist for which user (logged-in user or user name) the action is executed as
- Frequency
* → Picklist for when a notification should be sent:
- every time → the notification is sent every time the trigger and the condition apply
- once → the notification is sent only once per record when the trigger and the condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
- Input field "Duration" and picklist "Time unit" (optional) → Input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) each before/after the trigger date)
- Field "Trigger date"
* → Picklist with date fields as the basis for the delay
Note: If the field is empty in the record, the action is not executed! - Input field "Time" (optional) → Entry of an optional time
- Switch "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is rescheduled or deleted according to the delay.
- Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
- Input field "Every" → Input field for the duration of the delay of the selected time unit
- Picklist "Time unit" → Picklist with the time units day(s)/week(s)/month(s)/year(s)
Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed. - Selection field "Weekdays" (optional) → own weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition to all further executions
*Mandatory field
1.2.17. Item-based calculations
The "Line-item-based aggregations" action calculates values based on line items and writes them into a main field of the record. Supports filtering by conditions.
Line-item-based calculation popup
Line-item-based calculation popup - Calculation
The following fields/functions are available in the "Line-item-based aggregations" popup:
- Button "Add calculation" → shows a row with input fields
- Source field from line item * → Picklist with fields from line items for the source field
- Calculation type → Picklist for the calculation type (sum, average, minimum and maximum)
- Target field in record
* → Picklist of fields of the module for the target field
Note: Each line-item-based calculation requires its own trigger together with the associated condition and action. It is not possible to bundle several line-item-based calculations behind a single trigger.
Example: If the total quantities of two different product categories are to be calculated separately in a sales order and written into a separate field each, two complete automation strands are required for this – each consisting of a trigger, a condition for filtering the product category and the action "Line-item-based aggregations".
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Execute as * → Picklist for which user (logged-in user or user name) the action is executed as
- Frequency
* → Picklist for when a notification should be sent:
- every time → the notification is sent every time the trigger and the condition apply
- once → the notification is sent only once per record when the trigger and the condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
- Input field "Duration" and picklist "Time unit" (optional) → Input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) each before/after the trigger date)
- Field "Trigger date"
* → Picklist with date fields as the basis for the delay
If the field is empty in the record, the action is not executed! - Input field "Time" (optional) → Entry of an optional time
- Switch "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is rescheduled or deleted according to the delay.
- Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
*Mandatory field
1.2.18. Update relations
The "Update relations" action updates the relations of the triggering record. Relations to be updated can be restricted by conditions.
Update relations popup
The following fields/functions are available in the "Update relations" popup:
- Object type * → Picklist of the object type (module)
- Button "Add field" → shows a row with input fields (display of fields only after selecting the object type). The fields are grouped by modules in the selection.
For the input fields, the Configure workspace action icon (icon "Puzzle") is available. - General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Execute as * → Picklist for which user (logged-in user or user name) the action is executed as
- Frequency
* → Picklist for when a notification should be sent:
- every time → the notification is sent every time the trigger and the condition apply
- once → the notification is sent only once per record when the trigger and the condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
- Input field "Duration" and picklist "Time unit" (optional) → Input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) each before/after the trigger date)
- Field "Trigger date"
* → Picklist with date fields as the basis for the delay
If the field is empty in the record, the action is not executed! - Input field "Time" (optional) → Entry of an optional time
- Switch "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is rescheduled or deleted according to the delay.
- Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
*Mandatory field
1.2.19. Request payment mandate
The "Request payment mandate" action requests a mandate via the configured payment provider.
This action is only available with the "Record created" trigger in combination with the Contracts module (only CRM version brainX APP) and is only available if a payment provider is configured and activated for the respective organization.
The following fields/functions are available in the "Request payment mandate" popup:
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
*Mandatory field
After clicking the Save button in the "Request payment mandate" popup, the action is saved and displayed in the editor.
1.2.20. Payment collection
The "Payment collection" action triggers a payment collection via the configured payment provider (only CRM version brainX APP).
This action is only available with the "Record created" trigger in combination with the Invoices module. The action is only executed if the following prerequisites are met:
- A payment provider is configured and activated for the respective organization.
- The invoice originates from a contract for which a valid mandate exists.
The action requires no further configuration other than the assignment of a name.
The following fields/functions are available in the "Payment collection" popup:
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
*Mandatory field
After clicking the "Save" button in the "Payment collection" popup, the action is saved and displayed in the editor.
1.2.21. Send SMS
The "Send SMS" action sends personalised SMS.
Send SMS popup
The following fields/functions are available in the "Send notifications" popup:
- SMS
- Source field for phone number * → Selection of the field to which an SMS should be sent (Phone, Mobile, Fax, etc.)
- Message → Input field for the content of the SMS
Note: Placeholders (icon "Puzzle") can be inserted.
- General
- Name * → Enter an individual name for the action
- Description → Short description of the action (optional)
- Execution
- Execute as
* → Picklist for which user (logged-in user or user name) the action is executed as
Note: The "Connect" integration must be configured for the executing user. - Frequency
* → Picklist for when an SMS should be sent:
- every time → the SMS is sent every time the trigger and the condition apply
- once → the SMS is sent only once per record when the trigger and the condition apply
- Execute as
* → Picklist for which user (logged-in user or user name) the action is executed as
*Mandatory field
1.2.22. Convert lead
The "Convert lead" action converts a lead automatically.
Convert lead popup
The action offers the same scope of functionality as the manual conversion of a lead: Organization and Partner, Contact as well as optionally Deal, Appointment, Task and Note are created; additionally, comments, tags, Website Visits and note widgets of the lead are transferred.
If a record with exactly the same name already exists (e.g. an organization of the same name), it is used instead of creating a new record.
The fields of the records created during the conversion can be filled in two ways:
- with a fixed value
- via a custom field value that is calculated from the fields of the lead
1.2.23. Change multiple items
The "Change multiple line items" action updates multiple line items of a record in a single save operation.
Change multiple line items popup
Change multiple line items popup - Example change product
In contrast to the "Edit line item" action, this action is started by record triggers and therefore no longer requires a line item trigger.
The following configuration options are available:
- Line items to change → specifies whether all line items of the record are changed or only those that match the linked conditions
- Line item type → only line items matching the configured line item type are considered (product or service)
- In Blockly formulas, the fields of the currently processed line item are available, so that each line item can receive its own value.
The "Reminder fee" option (see section Edit line item) is not available for this action, as it would otherwise be applied simultaneously to all changed line items.
1.2.24. Reduce stock quantity / Increase stock quantity
The actions require the Inventory management setting to be activated.
With the "Reduce stock quantity" and "Increase stock quantity" actions, the stock level of the products contained as line items in the product block of the triggering record is booked. The actions are available in all modules with a product block.
Optionally, the booking can be restricted to certain line item groups.
Which quantity is booked depends on the trigger of the automation:
| Trigger | Booked quantity |
|---|---|
| Record trigger (e.g. Record saved) | full quantity of all product and asset line items |
| Billing: Line item added | full quantity of the added line item |
| Billing: Line item changed | only the difference to the previous quantity; if the product of the line item is changed, the booking for the previous product is reversed and booked for the new product |
| Billing: Line item deleted | the booking of the line item is reversed |
| Record deleted | the booking of the record is reversed |
| Record restored | it is booked again |
With Billing: Line item deleted and Record deleted, the booking is executed in the opposite direction, even though the same action is linked in the editor as when saving. Example purchase order: The action is called Increase stock quantity, but when the order is deleted the stock is nevertheless reduced.
Each booking creates an entry in the change tracking of the affected product.
- Line items with Services are not booked.
- If a record for which a stock booking was executed is deleted, the booking is reversed. If the record is restored, it is booked again.
For further information see Inventory management.
1.3. Delete action
By marking an action (by clicking, the frame is shown as thick) and pressing the "Delete key", an action can be deleted again in the automation editor.
If an already configured action is connected to other configured nodes, it is deleted without any further query!
2. Practical examples
1 – Update record: Automatically set status after PDF export
After exporting a quote as PDF, the status of the deal should automatically be set to sent. Record exported for the Deals module is chosen as the trigger. Update record is configured as the action: The Status field is added and the value sent is entered statically.
2 – Send email: Automatically send order confirmation
As soon as a sales order is created, the customer should automatically receive an order confirmation by email. Send email is chosen as the action. In the To field, the email field of the linked organization is entered. The prepared email template Order confirmation is chosen as the template. In the Attachment field, the associated PDF template for the sales order is attached. The frequency is set to once, so that only one email is sent per sales order.
3 – Create record: Automatically generate invoice after sales order creation
If a new sales order is saved and the field Project instalments has the value no, a total invoice should be created automatically. Create record with the object type Invoices is configured as the action. The reference field links the new invoice with the triggering sales order. The Due date field is filled via the workspace (Set value) with the value "current date + 14 days".
4 – Send notification with delay: Reminder before contract expiry
30 days before a contract expires, the responsible user should receive a notification. Send notification with a delay of 30 days before the Contract end field is configured as the action. The frequency is set to once. The Check on every run switch is activated so that the notification is cancelled if the contract has been extended in the meantime.
5 – Display information: Note when opening an overdue record
When a record in the Invoices module is opened and the due date lies in the past, a yellow warning note should be displayed to the user. Record opened serves as the trigger. Display information with type Note and variant Warning (yellow) is configured as the action. The subject contains a placeholder with the invoice number.
6 – Do not send invoices on weekends or public holidays
Monthly contract invoices are created on the first of a month and sent automatically by email – even if that day falls on a weekend or a public holiday. In the Send email action of the 7.1 | Billing - Invoice dispatch process automation, the days Monday to Friday are therefore selected under Configure delay in the Weekdays field, and the Skip public holidays switch is activated. The responsible user, the organization and the billing address of the organization are chosen as sources. If the first of a month falls on a Saturday, the invoice is sent on Monday – if Monday is a public holiday for the user, for the organization or at the customer's location, it is sent on Tuesday.
7 – Convert lead: Automatically convert lead when a status is reached
Leads should be converted automatically as soon as they reach a certain status – e.g. qualified – or a minimum score previously determined via lead scoring. Record saved for the Leads module is chosen as the trigger, and the condition checks the status or the score. Convert lead is configured as the action. The popup corresponds to the manual lead conversion: It defines which records are created (organization, contact, optionally deal, appointment, etc.) and how their fields are filled.
8 – Change multiple line items: Increase list prices of all product line items
In a contract, the list prices of all product line items should be increased by 16%. Change multiple line items is chosen as the action, with all line items of the record under Line items to change and product as the Line item type. For the List price field, a calculation is configured in the workspace: List price × 1.16. Since the fields of the currently processed line item are available, each line item receives its own, increased price. In the same way, you can, for example, set the quantity or custom line item fields such as a status for all line items.
3. Frequently asked questions
Why can't I configure an action?
An action can only be configured if it is connected to an already configured trigger or an already configured condition. Without this connection, the configuration remains locked.
What is the difference between the "every time" and "once" frequency?
With every time, the action is executed whenever the trigger and the condition apply. With once, the action is executed only once per record – even if the trigger applies again afterwards. For one-off notifications or emails, once is recommended.
What happens if the configured trigger date of a delay is empty?
If the date field configured for the delay is empty in the record, the action is not executed. No error appears – the action is silently skipped.
Can I set multiple fields in a single "Update record" action?
Yes. Via the Add field button, any number of fields can be configured in a single action. All configured fields are updated simultaneously when the action is triggered.
When should I use "Update record" instead of "Create record"?
Update record changes existing fields in the triggering or linked record. Create record creates a completely new record in another module. If a sales order is to be created after a quote is accepted, Create record is the right choice; if only the status of the existing deal is to be changed, Update record is sufficient.
How do I avoid an email being sent multiple times?
Set the frequency of the Send email action to once. This way the email is sent only once per record, even if the trigger applies again afterwards – e.g. because the record is saved again.