Automation in Amwork: A Comprehensive Guide

What is Automation in Amwork?

Automation in Amwork helps you streamline repetitive administrative tasks, such as assigning activities when a deal moves to a specific stage in your pipeline. By automating these tasks, your team can focus on strategic work that drives business success.

Automation in Amwork consists of two key components:

1. Trigger – Defines the event that starts the automation (the “if” condition).

2. Action – Defines what happens once the trigger is activated (the “then” condition).

For example, if a deal moves to a new stage, an automation can assign a task to a team member or send an email.

(Triggers)

Triggers in Amwork

Triggers determine when an automation starts. Some available triggers include:

• At Transition to the Stage – When a card/deal moves from one stage to another.

• When Creating in Stage – When a new card/deal is created in a specific stage.

• When Responsible User Changes – When ownership of a card/deal is reassigned.

1. At Transition to the Stage

This trigger activates when a card moves from one stage to another in the pipeline.

🔹 Example Use Cases:

• Automatically assign a task to a new responsible user.

• Change the owner of the deal.

• Send a notification or email to a colleague or customer.

2. When Creating in Stage

This trigger applies when a card is created directly in a specific stage.

🔹 Example Use Cases:

• Notify a manager when a new deal is created in a stage.

• Assign a follow-up task based on the deal stage.

🔹 Key Difference Between These Triggers:

• At Transition to the Stage – Works when an existing card moves to a different stage.

• When Creating in Stage – Works when a new card is created in a specific stage.

Adding Conditions to Triggers

After selecting a trigger, you can add field conditions to refine the automation:

✅ List fields – Choose from predefined options.
✅ Number fields – Define value ranges.
✅ Text, phone, or email fields – Use conditions like:

• is empty

• is not empty

• contains

Delaying Automation Execution

You can set a delay for an automation to execute after a specified period.

• For tasks, you can define:

• Start Date

• Due Date

• Responsible Person

• Task Description

Action Types in Amwork Automation

Once a trigger is activated, an action follows. Available actions include:

1. Task Creation – Assign a task automatically.

2. Activity Creation – Schedule follow-up activities.

3. Stage Change – Move a deal to a different stage.

4. Responsible User Change – Reassign deal ownership.

5. Related Card Creation – Generate a linked card.

6. Email Sending – Send automated emails.

7. Internal Chat Message – Notify team members.

8. External Chat Message – Send messages via WhatsApp, Wazzup, or other integrated services.

Configuring Specific Actions

1. Stage Change Options

When changing a deal's stage, you can choose from three options:

1️⃣ Move the original deal without creating a copy.
2️⃣ Create a copy of the deal and move the original to a new stage.
3️⃣ Create a copy and keep the original in its current stage.

📌 Apply trigger to current objects in the stage – If enabled, the automation applies to all existing cards in this stage. Otherwise, it only applies to new ones.

2. Sending Automated Emails

To configure an email automation:

✅ Select a trigger and set a delay (if needed).
✅ Choose the sender email and sender name.
✅ Select recipient options:

• Send to all cards and email addresses

• Send to the main card

• Send to a contact’s linked cards

• Send to a company card

✅ Add subject and email content.
✅ Use placeholders like {{contact_name}} to personalize messages.
✅ Enable HTML markup for formatted email design.

💡 Example: If an email contains an image, host it externally (e.g., Google Disk) and link to it in the HTML.

3. Creating a Related Card

To create a related card via automation:

✅ Select a trigger.
✅ Set conditions (if needed).
✅ Define delay time.
✅ Choose the Amwork module/section where the new card will be created.
✅ Provide a card name.

4. Changing the Responsible User

✅ Define the current responsible user.
✅ Set additional conditions (if needed).
✅ Assign the new responsible user.

5. Sending an Internal Chat Message

✅ Configure trigger, delay, and conditions.
✅ Choose the recipient (internal user).
✅ Add a message, using placeholders like {{contact_name}}.

6. Sending an External Chat Message

✅ Set trigger, delay, and conditions.
✅ Select a connected chat provider (e.g., Wazzup).
✅ Choose the recipient option:

• Send to all cards and external chats

• Send to the main card

• Send to a contact’s chat

• Send to a company’s chat

✅ Alternatively, specify a phone number.
✅ Add the message content, using placeholders if needed.

Final Thoughts

Automating workflows in Amwork helps your team save time, reduce manual work, and ensure consistent actions across your pipeline. By setting up triggers and actions effectively, you can:

✔ Assign tasks automatically.
✔ Keep your deals and contacts updated.
✔ Send timely emails and notifications.
✔ Improve overall workflow efficiency.

Explore Amwork Automation Settings today and streamline your processes effortlessly! 🚀

Example Automation Scenario: Assigning a Follow-up Task When a Deal Moves to a Specific Stage

One of the most common automation setups in a sales pipeline is assigning a follow-up task when a deal moves to a specific stage. This ensures that no opportunity is lost and that the sales team takes the necessary actions on time.

Scenario:

When a deal moves to the Negotiation stage, automatically create a follow-up task for the responsible manager to call the client within 24 hours.

Step-by-Step Setup in Amwork

1️⃣ Go to Automation Settings

• Click on the ⚙ gear icon in the top right corner of the board.

• Navigate to the Automation section.

2️⃣ Create a New Automation

• Click the ➕ (plus icon) next to the Task action in the required stage of the pipeline.

3️⃣ Set the Trigger Conditions (Optional)

• Click ”+ Add Field Condition” if you want to refine the trigger.

• Example: Only apply the automation if the deal value is above $5,000.

4️⃣ Set the Action: Create a Task

• Choose the action “Create a Task”.

• Fill in the task details:

• Task Name: “Follow-up Call with Client”

• Due Date: Set to 1 day after the automation is triggered.

• Assign to: The responsible person for the deal.

• Task Description: “Call the client to discuss the proposal and address any concerns.”

5️⃣ Save and Activate the Automation

Result

Now, every time a deal moves to the Negotiation stage, Amwork will:
✔ Automatically create a task.
✔ Assign it to the responsible manager.
✔ Set a deadline for the next day.

This ensures that follow-ups happen on time, increasing the chances of closing deals. 🚀

Additional Enhancements

• Send an Internal Chat Notification – Notify the manager via Amwork’s internal chat.

• Send an Email Reminder – Automatically send an email to the salesperson about the new task.

• Apply a Delay – Set the follow-up task to be created a few hours after the stage transition.