Automations - Preconfigured Automations

Package: BASIC

1. Overview of Automations

The brainX system already contains many automations upon delivery that cover the most common scenarios.

Depending on the brainX version – brainX CRM or brainX APP – the automations differ slightly.

In the version "brainX CRM", up to 23 automations are preconfigured; in "brainX APP", there are 27.

Note

When the brainX system is delivered, all automations are deactivated (status "inactive")!

1.1. brainX CRM Automations

Name	Category	Triggers	Actions	Description
1.0 \| Salutation Leads & Contacts	General	4/4 active	20/20 active	Creation of a dynamic salutation depending on salutation+title and last name for the Leads & Contacts modules
1.1 \| Typing Organization after Lead Conversion	General	1/1 active	1/1 active	Sets the organization as a prospect after lead conversion
1.2 \| Delete Leads after 6 Months of Inactivity (GDPR)	General	7/7 active	4/4 active	Deletes a lead and all associated data after 6 months of inactivity
1.3 \| Lead Creation to Conversion	Sales/CSM	3/3 active	3/3 active	Calculates duration from lead creation to conversion
2.0 \| New Customer - Deal Won	Sales/CSM	6/7 active	15/15 active	Automates from the won deal, through order, contract and to invoice
2.1 \| Existing Customer - Deal Won	Sales/CSM	6/7 active	14/14 active	Automates from the won deal, through order to invoice
2.2 \| Presales Deal Won	Sales/CSM	4/5 active	4/4 active	Automates from the won deal, through order to invoice
2.3 \| Send Digital Envelope	Sales/CSM	2/2 active	3/3 active	Sends the deal via DocuSign or DocuSeal to the customer
2.4 \| Collect Statistical Data on Deal	Sales/CSM	1/1 active	6/6 active	Process to collect statistical data on a deal
2.5 \| Reload Organization Data for Order	Sales/CSM	1/1 active	2/2 active	When a deal is created from an order, the address data is reloaded on first save.
2.6 \| Send Order to Customer and Notify User	Sales/CSM	3/3 active	6/6 active	Sends the order by email to the customer and notifies the user
3.0 \| Lead Scoring	Sales/CSM	3/3 active	8/8 active	Process to assign up to 10 score points for a lead
4.0 \| Project Processes	Projects	5/5 active	11/11 active	Sends a general initial information about the project and controls billing according to milestones
5.0 \| Contingents/ Timesheets	Sales/ CSM	1/1 active	5/5 active	Automatic reactions to contingent status
5.1 \| CSM Appointment - Create Timesheet	Sales/ CSM	3/3 active	2/2 active	A timesheet is automatically created for a completed CSM appointment
5.2 \| Create Contingent for Order / Contract	Sales/ CSM	2/2 active	3/3 active	Creates one-time contingents based on the order and recurring contingents within the contract
7.0 \| Billing - Dunning Process	Billing	2/2 active	9/9 active	All billing processes, invoice, dunning notice, cancellation, credit note
7.1 \| Billing - Invoice Dispatch Process	Billing	3/3 active	9/9 active	7.1 \| Billing – Invoice Dispatch Process (standard variant, without payment provider) 7.1 \| Billing – Invoice Dispatch Process (Payment Provider) (extended variant with payment link, e.g. Molly) Only one of the two variants may be active at any time. If a payment provider is configured in the company information and a payment link is to be output in the invoice, the standard variant must be deactivated and the payment provider variant activated.
7.2 \| Billing - Bill Contingent	Billing	2/2 active	2/2 active	Invoice a sold consulting contingent after completed consulting
8.0 \| Support Main Process	Support	4/4 active	14/14 active	Email scanner support handling
8.1 \| Support Escalation Level 1	Support	1/1 active	6/6 active	Ticket process escalation level 1
8.2 \| Support Escalation Level 2	Support	1/1 active	9/9 active	Ticket process escalation level 2
8.3 \| Support: No Customer Response	Support	1/1 active	3/3 active	The process automatically closes tickets to which no response has been received

1.2. brainX APP Automations

Name	Category	Triggers	Actions	Description
1.0 \| Salutation Leads & Contacts	General	4/4 active	20/20 active	Creation of a dynamic salutation depending on salutation+title and last name for the Leads & Contacts modules
1.1 \| Typing Organization after Lead Conversion	General	1/1 active	1/1 active	Sets the organization as a prospect after lead conversion
1.2 \| Delete Leads after 6 Months of Inactivity (GDPR)	General	7/7 active	4/4 active	Deletes a lead and all associated data after 6 months of inactivity
1.3 \| Lead Creation to Conversion	Sales/CSM	3/3 active	3/3 active	Calculates duration from lead creation to conversion
2.0 \| New Customer - Deal Won	Sales/CSM	8/9 active	20/20 active	Automates from the won deal, through order, contract and to invoice
2.1 \| Existing Customer - Deal Won	Sales/CSM	8/9 active	17/17 active	Automates from the won deal, through order to invoice
2.2 \| Presales Deal Won	Sales/CSM	4/5 active	4/4 active	Automates from the won deal, through order to invoice
2.3 \| Send Digital Envelope	Sales/CSM	2/2 active	3/3 active	Sends the deal via DocuSign or DocuSeal to the customer
2.4 \| Collect Statistical Data on Deal	Sales/CSM	1/1 active	6/6 active	Process to collect statistical data on a deal
2.5 \| Reload Organization Data for Order	Sales/CSM	1/1 active	2/2 active	When a deal is created from an order, the address data is reloaded on first save.
2.6 \| Send Order to Customer and Notify User	Sales/CSM	3/3 active	6/6 active	Sends the order by email to the customer and notifies the user
3.0 \| Lead Scoring	Sales/CSM	3/3 active	8/8 active	Process to assign up to 10 score points for a lead
4.0 \| Project Processes	Projects	5/5 active	11/11 active	Sends a general initial information about the project and controls billing according to milestones
5.0 \| Contingents/ Timesheets	Sales/ CSM	1/1 active	5/5 active	Automatic reactions to contingent status
5.1 \| CSM Appointment - Create Timesheet	Sales/ CSM	3/3 active	2/2 active	A timesheet is automatically created for a completed CSM appointment
5.2 \| Create Contingent for Order / Contract	Sales/ CSM	4/4 active	4/4 active	Creates one-time contingents based on the order and recurring contingents within the contract
6.0 \| Contracts	Contracts	3/3 active	10/10 active	Process for contract renewal and termination
7.0 \| Billing - Dunning Process	Billing	2/2 active	9/9 active	All billing processes, invoice, dunning notice, cancellation, credit note
7.1 \| Billing - Invoice Dispatch Process	Billing	3/3 active	9/9 active	7.1 \| Billing – Invoice Dispatch Process (standard variant, without payment provider) 7.1 \| Billing – Invoice Dispatch Process (Payment Provider) (extended variant with payment link, e.g. Molly) Only one of the two variants may be active at a time. If a payment provider is configured in the company information and a payment link is to be output in the invoice, the standard variant must be deactivated and the payment provider variant activated.
7.1.1 \| Billing - Invoice Dispatch Process - Payment Provider	Billing	6/6 active	18/18 active	General definition for the title of an invoice and dispatch of the invoice via email when a payment provider (Mollie) is used
7.2 \| Billing - Update Contract Invoices	Billing	1/1 active	1/1 active	Sets general settings for invoices created via a contract
7.3 \| Billing - Bill Contingent	Billing	2/2 active	2/2 active	Invoice a sold consulting contingent after completed consulting
8.0 \| Support Main Process	Support	4/4 active	14/14 active	Email scanner support handling
8.1 \| Support Escalation Level 1	Support	1/1 active	6/6 active	Ticket process escalation level 1
8.2 \| Support Escalation Level 2	Support	1/1 active	9/9 active	Ticket process escalation level 2
8.3 \| Support: No Customer Response	Support	1/1 active	3/3 active	The process automatically closes tickets to which no response has been received
9.0 \| Controllix	Billing	2/2 active	2/2 active	Automations related to Controllix