Create a rule
Open CRM Automations via the lightning icon and choose to create a new rule.
- Give it a clear name, for example Follow up internally on proposal.
- Choose the trigger and its condition.
- Choose exactly one action and fill in its fields.
- Save and check whether the rule is enabled.
- After a matching event, check the run count, last run, and the result on the lead.
Choose the trigger
Triggers differ in what they're based on:
- Stage change
- Reacts to a change into the chosen default stage; this rule dialog doesn't currently offer custom stages. Merely creating a lead in that stage isn't a stage change.
- Days without activity
- Compares the last logged activity, or the creation date otherwise, against the chosen number of days. The default Active and Lost stages are excluded from this.
- Wait expired
- Uses the Lead Engine's Overdue category. It can optionally be limited to a specific waiting-on type. A deadline in the past alone isn't enough for every ownership case.
Configure an action
For Create task, you provide the task name and optionally a due date in days. The {company} placeholder inserts the company name, for example Follow-up: {company}. The task is linked to the lead. For Add tag, you enter the tag you want. Generate email draft creates an open AI draft for review and doesn't send it.
Check AI prerequisites
For automatic drafts, the lead needs an assigned person. Their AI budget is used. The same prerequisites as manual generation also apply: product briefing, a documented basis for contact, and no block on the contact. If a prerequisite is missing, the rule can complete without a new draft.
Manage rules and check results
The list shows enabled and disabled rules, the run count, and the last run. Owners and Admins can edit, toggle, and delete rules; other roles see them read-only. Time-based rules are checked by the server-side automation run. So they don't necessarily react the instant a deadline passes.
Common pitfalls
A rule isn't a recurring reminder
If the same rule already succeeded for the same lead, it won't run again. Another stage change, or toggling it off and back on, doesn't reset this history either.
Internal activity counts too
Notes and logged stage changes also affect days without activity. This condition doesn't mean exclusively days without a customer reply.
Frequently asked questions
Can a rule contain several actions?
The UI offers one action per rule. For a task and a tag, create two clearly named rules.
Why hasn't an automatically generated draft appeared yet?
Check the trigger, whether it's enabled, the run history for this lead, ownership, the product briefing, and the AI budget. Time-based rules also need a working server-side automation run.
Is auto-onboarding the same feature?
No. Project creation, kickoff, and the welcome email are configured separately under CRM settings → Integrations.