With Ploomes Automations, you can create Deals and email alerts for the main events in your business processes. This article presents some options for automatically sending emails to track the main events of deals throughout the pipeline. As an example, we will consider a scenario in which a Sales Manager needs to be notified in real time about updates to ongoing deals.

Overview

To create a new generic automation, go to Administration > Automations. Then, select the Deal entity (the name may vary depending on your account configuration) and click New Automation.

When creating a new automation, you will need to provide the following information:

Automation Description
Enter a name that makes the automation easy to identify.
When should the automation be triggered?
Define the trigger that will cause the automation to run.
Filter
If necessary, add conditions so the automation runs only in specific situations. This allows you to refine when the automation should be executed based on defined criteria.
When triggered, what should the automation do?
Select the action that will be performed automatically after the automation is triggered.

Available Automation Triggers

When configuring a generic automation, you must define the trigger-that is, the event that will cause the automation to run. Below are the main triggers available:

1. When the item is created
This trigger is activated whenever a new deal is created in the pipeline.
It is ideal for notifying the beginning of a sales process, ensuring that the responsible users have visibility from the very first interaction.

2. When the item is edited
This trigger is activated whenever any information on the item is modified. It can be used together with filters to respond to specific changes, such as updates to the status, owner, stage, or custom fields.

3. When the item is deleted
This trigger is activated when an item is removed from the system. It can be used to log this action or notify the responsible users about the deletion.

4. When the deal is won
This trigger is activated when a deal is marked as won. It is recommended for post-sales processes, such as sending welcome emails or starting internal workflows.

5. When the deal is lost
This trigger is activated when a deal is marked as lost. It can be used to send notifications or initiate recovery actions.

6. When the deal is reopened
This trigger is activated when a deal that has already been closed (won or lost) is reopened. It is useful for resuming sales processes and notifying the responsible users that the deal has been reactivated.

7. Periodically
This trigger allows automations to run at defined time intervals (such as daily, weekly, etc.). It is ideal for monitoring, reminders, and recurring time-based actions, such as checking for deals that have not been updated.

The image below shows the available triggers for configuring automations:

Email Action

The purpose of this article is to create automatic email alerts. Therefore, the Send Email action will be used. When selecting this option, you will need to complete the following fields:

a) Sender Type
Defines on whose behalf the email will be sent. You can use an automatic sender (no-reply@ploomes.com), a predefined user, or the user stored in a field.

b) Failure Notification User
Select the user who will be notified if the email fails to send.

c) Email Recipient
Choose an email field or manually enter the recipients (separated by semicolons).

d) Email Subject
Define the subject of the message. You can use fields to personalize the subject.

e) Email Content
Enter the message that will be sent. You can also use fields to automatically compose the email content.

Configuration Suggestions

Once you understand the fields that need to be completed, the next step is to configure the automations. As a recommendation, the four scenarios below demonstrate how to streamline the process and improve visibility for everyone involved.

To use the message templates, simply copy the code provided in each link and paste it into the Source Code field, as shown below: