Automations enable connections between processes, whether by filling in data, creating new deals, setting up alert tasks with date conditions, or more.

They also allow for automatic calculations within the system, task assignment, and other ease-of-use improvements.

To access the module, click on Administration - Automations.

The Automation Entity is where the trigger will happen. For example, if you want to fill in a client’s data when a deal is won, the entity will be Deal because, regardless of the action filling in client data, the trigger is a deal.

Select an entity and click on New Automation.
There are four basic settings:

Enter the automation title with a brief description of what it does. It's important to document the automation well to make future account maintenance easier. A good practice is to write down the process that this automation is part of.
​Example: "SALES | New client allocation SP"
​

"Trigger" means "When will this automation run?". The options vary from entity to entity, depending on the behavior of each system function. Available triggers include:

When the item is created: Triggers when the selected entity is created.

When the item is updated: Triggers when the selected entity is edited. It is highly recommended to configure a lock to prevent the automation from triggering on every edit.

When the item is deleted: Triggers when the selected entity is deleted.

When the deal is won: Triggers when a deal is marked as 'won'. It's recommended to filter by pipeline if necessary.

When the deal is lost: Triggers when a deal is marked as 'lost'. It's recommended to filter by pipeline if necessary.

When the deal is reopened: Triggers when a won or lost deal is reopened. It's recommended to filter by pipeline if necessary.

Periodically: Periodic automations run for all items in the entity that match the filter, so it’s important to filter to avoid unnecessary runs, which could cause a queue of triggers or unwanted bulk edits. Note that there is no undo for edits in Ploomes, so periodic automations resetting values for all deals, for example, could cause major issues in the account.

To configure periodic automation, define if it runs every x days, weeks, months, or years, and set the date and time for the first run. It is also recommended to configure a lock on periodic automations.

Filters limit which items will be affected by an automation. They are the most important part of automation and should be set up carefully.
Click here to learn more about how to parameterize filters.
​

Some filter and trigger examples include:

Trigger for clients created exactly 120 days ago.

Trigger for sales with a value greater than R$50,000.

Trigger for deals won by a specific team in the sales pipeline.

Automations can have multiple actions. The Action defines what will be executed, and all edits will be related to the trigger item.

Edit Data:

Edits a specified field. First, select the field to be edited:

Then select the type of fill

Static Value: Enter a fixed value

Pull Value from a Field: Select the field to be pulled.

Formula: Configure a JavaScript formula to determine the resulting value.

Send Email

Sends an email to the selected recipient.

First, choose the sender type:

Automatic Email: Will be sent from no-reply@ploomes.com.

Pre-defined User and User from the Field: Select a user who will be the sender of this email via SMTP integration. Email integration must be activated first.
Click here to integrate your email.

Now, select a user who will be notified if the automation fails. The automation might fail if the recipient does not exist or the sender doesn’t have a configured email.

In the "Select email field for the recipient or write emails separated by semicolons", select who will receive the email. If it's for the client, use the client email field, for example.

⚠️ Warning: If you fill in the "Client" field for the deal, the automation will consider the client's name as the recipient, which will result in an error.

Lastly, configure the email subject and content. Custom fields can be inserted using the "Fields" button, and the HTML of the email can be edited in "Source Code."

⚠️ Warning: Ploomes is not a marketing email system, and your provider will not recognize it as one. Sending emails through periodic automations can cause your email provider to block you.

Create Task

Creates a task with the configured fields. Set the user to receive the task, type, title, description, and date, among other details. The date can be set to x days after the automation, or to create the task on the day the automation runs, enter '0' days after.

Free fields like "title" can also be filled using automation variables, just like in the Edit Data action.

Create Deal

Creates a new deal. Set the pipeline and stage in which the deal will be created. The pipeline form will mirror the automation configuration. Fields can be pulled from another field or calculated using a formula.

Create Interaction Record

Creates an interaction record. The fields mirror the form of a new interaction record.

Lose Deal:

Available only in deal automations, it marks a deal as lost with the specified loss reason.

Automations triggered by item edits or that search the database daily, for example, should run only once for each item that matches the filters. To ensure this, include an action that prevents the item from meeting the filter criteria again. You can create a new field for this purpose by doing the following:

In the actions, select Edit Data and make sure this is the first action to run.

Select Quick Creation and configure the field with a descriptive name and the type 'checkbox' (true or false).

Fill this field with the static value Yes.

Now, save the automation, close it, and reopen it — this makes the field available for use in the filters.

The logic is:

The automation only runs if the block is not active, and when it runs, it activates the block.

This ensures that automations do not run unnecessarily, improving system performance and preventing delays or slowdowns in other automations.