Automations
Automations: Getting Started
Learn how to create and manage Swivel Automations. This guide covers lifecycle and date-based triggers, automation conditions, actions, delays, email and text automations, troubleshooting, and common automation examples.
Swivel Automations help streamline repetitive tasks and improve efficiency by automatically triggering actions based on specific conditions.
Automations can be used to send emails and text messages, create tasks, update records, assign users, create opportunities, and more.
Understanding Automation Components
Section titled “Understanding Automation Components”Every automation consists of three parts: Trigger, Condition(s), and Action(s).
Trigger
Section titled “Trigger”- A trigger determines when an automation begins.
- Each automation can have one trigger.
- There are two types of triggers: Lifecycle trigger or Date-Based trigger
Lifecycle Triggers
Section titled “Lifecycle Triggers”Lifecycle triggers run when a user action or record update occurs within Swivel.
Examples include:
Section titled “Examples include:”- A contact is created
- A contact is updated
- A note is added to a contact
- An opportunity is created
Date-Based Triggers
Section titled “Date-Based Triggers”Date-based triggers run when a specific date stored within a record is reached.
Examples Include:
Section titled “Examples Include:”- Birthdate
- Appointment Date
- Product Effective Date
- Product Issued Date
Common Use Cases Include:
Section titled “Common Use Cases Include:”- Birthday messages
- Appointment reminders and/or confirmations
- Annual Review reminders
Conditions
Section titled “Conditions”Think of conditions as filters that narrow when an automation should run.
- Conditions determine whether an automation should run after the trigger occurs.
- Conditions are optional but allow you to create more targeted automations.
- Multiple conditions can be added to the same automation.
Examples Include:
Section titled “Examples Include:”- Only for Active clients
- Only for contacts in a specific state
- Only for a specific carrier
- Only when a note is created by a member of the Advisor team
Actions
Section titled “Actions”Actions determine what happens when the trigger and conditions are met.
- An automation can contain multiple actions.
- Each action may also have its own delay.
Examples Include:
Section titled “Examples Include:”- Send an Email
- Send a Text Message
- Create a Task
- Add a Tag
- Update a Contact Status
- Create an Opportunity
Putting It All Together
Section titled “Putting It All Together”Example:
Section titled “Example:”Trigger: Contact Note Created
Condition: Note Created By = Advisors Group
Action: Send Email to Manager
Result:
Whenever a member of the Advisors Group adds a note to a contact, Swivel automatically sends an email notification to the manager.
Creating an Automation
Section titled “Creating an Automation”- Navigate to Automations
- Click + New Automation
- Enter a name and optional description
- Select a Trigger
- Add Condition(s) Optional
- Configure one or more Actions
- Save the automation
- Publish the automation
Common Automation Components
Section titled “Common Automation Components”Below are some of the most commonly used automation options.
For a complete list of available triggers and conditions, see the Automation Triggers and Conditions Reference Guide.
Common Triggers
Section titled “Common Triggers”- Contact Created
- Contact Updated
- Contact Note Created
- Contact Opportunity Created
- Appointment Date
- Birthdate
- Product Effective Date
- Product Issued Date
Common Conditions
Section titled “Common Conditions”- Contact Category
- Contact Status
- Tags
- Lead Source
- Appointment Type
- Opportunity Sales Stage
- Product Institution / Carrier
- Note Created By
Common Actions
Section titled “Common Actions”Below are some of the most commonly used automation options.
For a complete list of available triggers and conditions, see the Automation Actions Reference Guide.
Common Actions
Section titled “Common Actions”- Send Email
- Send Text
- Add Task
- Add Note
- Add Tag
- Remove Tag
- Assign Agent
- Assign Status (contact)
- Create Opportunity
- Update Opportunity Sales Stage
Send Email
Section titled “Send Email”Sends an email message to:
- The contact who triggered the automation
- One or more internal users
- Up to 10 custom email addresses
Send Text
Section titled “Send Text”Sends a text message to the contact.
Add Task
Section titled “Add Task”Creates and assigns a task to an individual user or group.
Add Tag
Section titled “Add Tag”Applies one or more tags to the contact.
Remove Tag
Section titled “Remove Tag”Removes one or more tags from the contact.
Assign Agent
Section titled “Assign Agent”Assigns the contact to a selected agent.
Assign Status
Section titled “Assign Status”Updates the contact’s status.
Create Opportunity
Section titled “Create Opportunity”Creates a new opportunity and allows you to define the opportunity name, pipeline, sales stage, assigned user, and description.
Update Opportunity Sales Stage
Section titled “Update Opportunity Sales Stage”Updates an existing opportunity’s sales stage.
Action Delays
Section titled “Action Delays”Each action within an automation can have its own delay.
Available options include:
- No Delay
- Minutes After
- Hours After
- Days After
- Same Day Specific Time
- Future Day Specific Time
Example
Section titled “Example”Trigger: Appointment Confirmed
Condition:
Action 1: Send Confirmation Email Immediately
Action 2: Send Reminder Text 24 Hours Later
Action 3: Create Follow-Up Task 2 Days Later
This allows a single automation to perform multiple actions over time.
Reviewing Automation Activity
Section titled “Reviewing Automation Activity”- Automation activity can be reviewed from the Automation Log.
- Successful automation runs may display a Via [Record Name] link beneath the related contact.
- Select the link to open the record that triggered the automation.
Examples include:
Section titled “Examples include:”- Contacts
- Products
- Appointments
- Marketing Events
- Opportunities
Troubleshooting
Section titled “Troubleshooting”My Automation Didn’t Run
Section titled “My Automation Didn’t Run”Verify that:
- The automation is active
- The trigger event occurred
- All conditions were met
- The action is configured correctly
- Date-based triggers have reached their processing window
My Contact Didn’t Receive an Automated Text
Section titled “My Contact Didn’t Receive an Automated Text”Verify that:
- The contact has a mobile phone number
- The contact has opted into texting
- The automation is active
- The contact met the trigger criteria
Review the Automation Log for additional details.
My Contact Didn’t Receive an Automated Email
Section titled “My Contact Didn’t Receive an Automated Email”Verify that:
- The contact has a primary email address
- The automation is active
- The contact met the trigger criteria
Review the Automation Log for additional details.