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Automatic Action for When to Contact a Lead

Learn how to set up automatic actions that notify you when it’s time to contact a lead.

Theodore Lau avatar
Written by Theodore Lau
Updated over 2 months ago

You can configure the system to automatically create a notification when it’s time to contact a lead by using a date-based custom field for Contacts and an automatic action that triggers based on that field. This setup ensures you’ll be notified exactly on the date you’ve specified for following up.

For a broader overview of Automatic Actions, see: Automatic Actions Video Overview.

Step 1: Create the Custom Field

First, create a date custom field that applies to leads. This field will store the date you want to be reminded to contact them.

  1. Go to Settings > Custom Fields.

  2. Click New Custom Field.

  3. In the Applied To dropdown, select Tenant.

  4. In the Group dropdown, select Lead.

  5. In the Field Type dropdown, select Date.

  6. Fill out the Field name and any other details you want to customize the field with.

  7. Save the custom field.

For more details on managing custom fields, see: Adding, Editing, and Deleting Custom Fields.

Step 2: Create the Automatic Action

After the custom field is set up, configure the automatic action:

  1. Navigate to Settings > Automatic Actions.

  2. Click New Automatic Action.

  3. In the trigger setup:

    • In the first dropdown, select When the date for.

    • In the Custom Field dropdown, choose the date custom field you created.

    • Adjust the remaining fields to your preference:

      • Date Criteria dropdown (e.g., is due in 'X' amount of days).

      • Amount of Days field (e.g., 0 for the exact date).
        ​(Note: The "Date" field is not used for this example trigger.)

  4. Click Next to proceed to the conditions page.

Step 3: Set the Condition

The Condition dropdown will default to Always. Leave it as is unless you want to add restrictions. Click Next to continue.

Step 4: Create the Event

  1. In the first dropdown, select Create a new notification.

  2. Fill out the remaining fields to define the notification details (e.g., description, recipients).

Step 5: Finalize

Name the automatic action so it’s easy to identify later, and click Submit.

Once configured, the system will automatically send you a notification when the specified date for contacting the lead arrives.

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