Creating Automations in INTOAEC

The Automation feature in INTOAEC is like your behind-the-scenes assistant — always alert, always ready. Instead of wasting hours on repetitive tasks, you can build smart rules that run on autopilot.

Whether it’s:

• Sending the right emails at the right time
• Updating statuses instantly
• Sharing your availability with leads
• Scheduling timely follow-ups

 In short: you focus on strategy, INTOAEC handles the routine.

Accessing Automation

Getting started is simple:

1. Navigate to the CRM.
   

2. Click on the Automation.
   

3. The Create Automation page will open — your control center to design custom workflows.

Steps to Create an Automation

Define the Event

Every automation starts with a clear purpose.

• Enter an Event Name that instantly tells you what this automation is for.
  
  

• Make it simple, obvious, and action-oriented.

This name will later appear in your automation list, so clarity here = easy management later.

Select the Trigger

Now it’s time to decide what activates the automation.

Once you’ve entered the event name, a Trigger dropdown appears.

A trigger is the condition that kicks off the automation, and INTOAEC groups them into four categories:

Proposal-Based Triggers

Options include:

• Accepted Proposal

• Declined Proposal

• Lead Suggested on Proposal

• Proposal Expired

When one of these is selected:

• An Email Template dropdown appears.

• Send Availability
• Proposal Expired
• Offline Cancelled Meeting → Lead
• Modified Event → Lead
• Offline Meeting Modified → Lead
• Upcoming Event → Lead

After selecting a template, extra fields like Update Status and Description will show up. 

Questionnaire-Based Triggers

Options include:

• Questionnaire Answered by Lead

• Questionnaire Expired

When selected:

• Pick an Email Template that will be automatically sent.

• Add Update Status and a Description for clarity.

 Engagement Triggers

Track and act on how leads interact with your content.

Options include:

• Calendar Availability Link Viewed

• Calendar Availability Post Opened

• Calendar Availability Sent

• Proposal Link Viewed

• Proposal Post Opened

• Proposal Sent

• Questionnaire Link Viewed

• Questionnaire Post Opened

• Questionnaire Sent

When one of these is chosen:

• A Follow-up section appears.

Here, you can configure:

• Follow-up Schedule → decide the number of days after which the follow-up should occur.

• Category dropdown → organize automations better (Offline Cancelled Meeting → Lead, Modified Event → Lead, Send Availability, etc.).

Lead-Based Triggers

Options include:

• Lead Created

With this, you get access to special conditions that make your automation super targeted.

For each condition, select a Source Type, such as:

• Project Type

• Lead Source

• Project Location

• Priority Lead Channel

Select Actions

Once the trigger is set, define what INTOAEC should do automatically.

Action options include:
Send Template → Sends a predefined email template to the lead.
Questionnaire Template → Sends a questionnaire.
Architect Availability → Shares the architect’s calendar availability.

Important:

• Pick the correct Template for your action.
  

• Add Update Status + Description so that every step is clearly documented and trackable.
  

Review Workflow Summary

On the right-hand side of the page, you’ll see the Workflow Summary Panel.

This panel gives you a live preview of your setup and displays:

• Event Name

• Trigger

• Actions

• Follow-ups

• Conditions
  

Treat it as your final checklist before launching.

Save the Automation

Happy with your setup? 

• Click Save.
  

• Your automation is now added to the Automation List Table.

Pro Tip: Start with simple automations (like auto-sending thank-you emails) and gradually build advanced, multi-step workflows. The more you automate, the more time you win back for strategic work.