SalesLoft can help automate your processes with Automation Rules, which are groups of actions that run based on meeting certain criteria. Automation rules can be used to execute any repetitive process that you'd normally have to do manually.
Using automation rules alongside your personalized sales engagement allows your reps to focus their energy on prospective customers, rather than menial tasks.
In this article, we will walk through the ins and outs of managing SalesLoft Automation including:
- Automation Rule Page Layout
- List of Automation Rule Field Types
- Add a New Automation Rule
- Reorder Automation Rules
- Common Automation Rules
- Automation Rule Logs
When you start building out rules, there are so many tools within the Automation Rules page that will contribute to, manage, and enhance the rules you put in place and will create.
Let’s break down the Automation Rules page.
The Automation Rule Logs
Towards the top of the page, you will see a blue View Automation Logs link. Now, if you are first starting with SalesLoft Automation, this link won’t do you much good. But after you’ve activated automation rules you can view all the activity that has occurred.
For more information on the Automation Rule Logs, go here.
New Automation Rules
Next, you will see the + New Automation Rule. Clicking this button will allow you to create new automation rules for your team.
For a full walkthrough of how to create new automation rules, go here.
The Automation Rule List View
The comprehensive list of your Automation Rules takes up the majority of the Automation Rules page. Here you can see a full breakdown of the rules you have created and manage which rules are currently active.
In your Automation Rule list each itemized rule is broken down into the following columns:
- Active: This column contains the toggle button to turn your automation rule on/off. Switching the toggle to active means when the automation event occurs, the activity will trigger.
- Name: Each time you create a rule, you will give it a unique name so you know that rule’s purpose.
- Field Type: SalesLoft has a select number of Automation Rule types that you can use. The field type displays which field type the rule contains.
- More Actions Ellipses: The ellipses shows additional actions you can take with your Automation rule.
- Edit: Make changes to existing rules by selecting Edit.
- Copy: Automation Rules can differ from the slightest criteria. Rather than creating a new rule every single time, you can Copy existing automation rules. Once copied, edit the rule to fit your specific criteria, and save.
- Delete: For out of date or incorrect rules, delete them permanently from your Automation Rule list by clicking Delete.
Automation Rules revolve around specific instances, or triggers, that set the rule into motion. These triggers are defined by set field types that you select when creating the rule. Each time you construct an automation rule, you will choose a field type and then define the criteria for how the automation rule will occur.
Here is a complete list of the available Automation Rule field types:
When a Person changes in SalesLoft
When a Person is not found in Salesforce
When a Lead is not found in SalesLoft
When a Contact is not found in SalesLoft
When a Lead is converted to a Contact
When a Success is recorded for a Person
When a Person books a Meeting
When a Person clicks on a link in an Email
When a Person replies to an Email
When stats for an Email change.
When a Person Completes the first Step of a Cadence
When a Person is removed from a Cadence
When a Company changes in SalesLoft
Automation rules increase your team’s overall efficiency. But before you can reap the rewards, you have to create the rules.
Your Automation Rules follow a specific pattern. Essentially, what you are telling SalesLoft is, “When this event occurs, then make this action happen.” Within those basic confines, you can set specific criteria (which we highly recommend) so that the rule triggers exactly the way you need.
Things to Note: The order of “then” statements matter. Automation criteria will trigger in the order it is listed. Failing to put the criteria may result in rules not firing off.
To add a new automation rule, follow the steps below:
- From the Automation tab in your Team Settings, click + New Automation Rule.
- In the text box Automation Rule Name: enter the name of your rule.
- Go to the When dropdown picklist. Select the field type rule you want to create.
- Add criteria.
- Click + Action to create the action that will occur when the rule is triggered.
- Select the dropdown picklist next to Then to find the result you want to occur. Things to note: The options in the picklist will change according to the field type. Select all the actions you would like to take place.
- Click Save.
- Your rule has been created and will now appear in your Automation Rule list. As soon as the rule is created it will be toggled Active.
When your automation rules begin to trigger, they fire in their listed order. This means that if you have an important rule at the end of your list, it could be pushed off.
Simply put, the order of your automation rules matters.
Which is why SalesLoft gives you control over your list of automation rules. You can move rules up and down or to the top and bottom of the list, giving you full control and flexibility over their automated processes and how they affect your team's workflow.
To reorder your automation rule, follow these instructions:
- Under your Team Settings, navigate to your Automation Rules.
- Find the automation rule you would like to move.
- Select the ellipses (...) on the right side of the automation rule's row.
- From the drop-down menu, choose which direction you would like the automation rule to move.
If you're just getting started with automation, you are probably wondering "What automation rules should I put in place?" As you can see from our list of automation rules, there are a lot of different rules that you can add to maximize your team's productivity.
The recommended best practice when it comes to automation rules is to craft rules based on your team's specific use case. Still, there are certain automation rules that are commonly implemented by SalesLoft users. Use this list of common automation rules as you start building the rules for your team:
When a Person Is Not Found In Salesforce Create a Contact
When a Success is Logged Remove Person from the Cadence
When Stats Change for an Email Mark as Star
Once you activate Automation Rules, track all automated activity in your Automation Rule Logs.
From this page, you can filter logs by the status of their occurrence, as well as get a complete breakdown of the activity that occurred.
Automation log filters allow you to view your list of completed Automation Rule logs. You have two filtering options:
- Status: Filter by the status of the rule to see which rules were completed or if any errors occurred.
- All: To view all of the automation activity that has occurred.
- Success: To view only the successful automation activities.
- Failure: To view only the failed automation activities. Failed activities will appear in red font with a notification icon. When an activity displays as Failed, hover your mouse over the Event status to see the reason the activity failed. This way you can address the failure and correct it in SalesLoft (or in Salesforce is the trigger failed on that end).
- Rule: Filter by the name of the rule. This way you can quickly see whether a rule has been triggering successfully. If the rule has failed you can troubleshoot to correct the issue