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Automated Actions: Your Personal Assistant Within Flows
Automated Actions: Your Personal Assistant Within Flows

Remove manual tasks from your life so that you can focus on what's important -- your prospects and clients.

Taylor Burrows avatar
Written by Taylor Burrows
Updated over a week ago

Automated Actions in Groove allow you to define triggers that will cause certain actions to take place — and once they’re set up, you don’t have to lift a finger. With our latest update to Automated Actions you can now define triggers that have multiple Salesforce Conditions that will cause multiple actions to take place.

Available Triggers:

  • On Import: Execute an action on everyone who is imported into a Flow

  • On Reply: Execute an action whenever someone replies to an email in your Flow

  • On Bounce: Execute an action whenever an email bounces from your Flow

  • On Complete: Execute an action whenever someone completes your entire Flow

  • On Opened [x] times: Execute an action when a person in your Flow opens the emails in your Flow [x] times

  • On Clicked [x] times: Execute an action when a person in your Flow clicks a link in the emails in your Flow [x] times

  • On Attachment Opened [x] times: Execute an action when a person in your Flow opens an attachment in the emails in your Flow [x] times

  • On Meeting Booked: Execute an action when a meeting is detected in Salesforce for this lead/contact

  • On Conversation Outcome: Execute an action on the outcome of a conversation, these outcomes can be custom set in Manage My Org (note: there are 6 default options)

  • On Conversation Result: Execute an action on the result of a conversation, these results are standardized. (Conversation, No Answer, Line Busy, Bad Number, Left Voicemail)

  • On Signal: Each Conversation Outcome is tied to a signal (Positive, Negative, Neutral), execute an action on the signal of a conversation

  • On Salesforce Update: Execute an action when any custom or standard fields in Salesforce change. The fields in the Automated Action must be on standard objects. (note: This can take up to 2 hours to trigger)

  • On Days Overdue (Beta): Execute an action when a due date in a flow is missed by a specific number of overdue days. Overdue days are calculated based on working days of a person set in thier own settings in conjunction with the due date set by the flow intervals. (Note: this is the only automated action that will still trigger from deactivated users).

Note: Triggers will only occur while a person is Active in a Flow (Once a person has completed a flow or have been removed, the triggers will not affect them)

Available Actions:

  • Update a Salesforce field

  • Add a Salesforce Task

  • Remove from Flow

  • Remove from current Flow and Add Them to a New Flow

  • Remove Everyone in the Account From the Flow

  • Add Them to a Flow

Setting up Your Automated Actions

  1. Click into any of your Flows, and navigate over to the Automated Actions section

  2. Click '+ Add an Action'

  3. Choose a trigger based on when you want your action to take place, specify your action, and include any related details. It’s that easy!

How Multiple Actions Work

  1. For each trigger or trigger set, you can now have all the associated actions you would like with that trigger. (note: the limit for actions under a single trigger is 10)

How Multiple Trigger Conditions Work

  1. Add additional Salesforce Field triggers to any existing trigger. These additional triggers will act as field checks.

  2. You can bring in any standard or custom field that exists in your Salesforce.

  3. The limit for multiple conditions is 5, meaning you can have 1 trigger + 5 field conditions.

The multiple triggers will all exist with AND conditions, so in the example below you can see my trigger is: On Reply and Salesforce Field: Lead Source and Salesforce Field: Groove Notes

Note: The Salesforce Field triggers rely on synced data that is updated with our hourly Salesforce sync. That means fields may be out of sync for up to an hour and this can affect the way your Automated Actions run.

Things to Consider With Automated Actions

The below sections describe a few detailed use cases for Automated Actions, with explanations on how to make sure your Automated Actions are configured and running correctly.

'On Meeting Booked' Requires Calendar Sync

The 'On meeting booked' automated action works by scanning Salesforce for any new meetings with the lead/contact you have in your Flow. 

This means the automated action will work with meetings you book via Groove scheduler or directly from Google Calendar, so long as your calendar sync is on, and the meeting is logged in Salesforce to the same lead/contact you have in your Flow.

Please note, this functionality is fully dependent on the meeting/event on being synced to the correct lead/contact in Salesforce, and it may not always work. Here are some scenarios that would prevent the 'On meeting booked' automated action from triggering:

  1. You don't have Groove calendar sync on, and the meeting/event on your Google calendar was never synced back to Salesforce. Solution: Turn on your Groove calendar sync by following the instructions here.

  2. The person that booked the meeting with you used a different email address than the one you have in Salesforce. 

Auto-Move Contacts/Leads Based on SFDC Ownership Change (Master Flows Only)

There are certain scenarios where you might want to have leads/contacts re-assigned based on ownership changing in Salesforce, and that can be done using the above automated action. When the owner is changed in Salesforce, Groove will pick up the change, reassign the contact or lead to the new owner's flow, and preserve their place in the flow (e.g. they would stay in Day 3 of the new owner's flow if they were in Day 3 of the original owner's flow), so that the new rep can pick up right where the communication left off!

Note: Both users need to have this master Flow shared with them in order for this action to work.

Updating Opportunity Fields Via Automated Actions

Important: In order to use any Automated Actions which update fields on your Opportunities, you must import the contacts via an Advanced Search on Opportunities + Contacts, or a SFDC report on Opportunities. Otherwise, Groove won't know which specific opportunities you're looking to update, since contacts can be related to multiple opportunities. Additionally, because these actions causes automatic update to opportunities, Groove will not assume or try to infer which opportunity you're trying to update.

Global Automated Actions and Individual Automated Actions

If you have a global automated action and individual automated action defined in your Flows that have the same trigger, the global automated action will take precedent.

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