Automations: follow-ups that happen by themselves
Tell Yahiv "when this happens, do that" — for example, when someone gives $1,000 or more, make a thank-you call task for the rabbi. It runs every few minutes, once for each thing.
Before you start
- You need to be an Owner or Admin.
- 1
Open Automations
Go to Outreach and press "Automations". Your automations are listed at the top; the "New automation" form is at the bottom.
Automations are listed at the top. - 2
Choose "When"
Pick when it should happen: "A gift is received", "Someone gives for the first time", "A commitment (pledge) is made", "A recurring charge is declined", "Someone hasn't given in a while" or "A yahrzeit is coming up".
Choose the event. - 3
Narrow it (optional)
Fill in only what you need: "Only for gifts / pledges of at least ($)", "Only for campaign", "Only people tagged", and "Days" (for lapsed: no gift for that many days; for yahrzeit: days before).
Leave boxes empty to include everything. - 4
Choose "Then do"
Pick the action: "Make a follow-up task", "Email the person", "Text the person", "Add a tag" or "Alert the team". Write the task text, message or tag. Fill-ins like {{first_name}}, {{amount}} and {{campaign}} work.
Pick what should happen. - 5
For a task: due date and who
Type "due in days" and choose a team member, or leave "Anyone".
Tasks can be given to a person. - 6
Add a second action (optional)
The "Then also (optional)" box lets you do two things, for example a task and a tag.
A second action is optional. - 7
Save
Give it a name and press "Save automation". You'll see "Automation saved — it starts with things that happen from now on".
Name it so you'll recognise it. - 8
Watch it work
Each automation shows how many times it ran. If something didn't go through, it appears under "Actions that didn't go through" with the reason. Use "Pause" / "Turn on" or "delete" anytime. "Run now" checks right away instead of waiting a few minutes.
Runs, failures, and the on/off switch.
Tips
- Automations never go back in time: only things that happen after you save (or turn it back on) count.
- Messages to people with no email/cell, or who opted out, are skipped.
- Thank-you messages for a gift don't count toward contact limits; other automation messages do.
- A failed action is tried again up to 3 times, an hour apart.
If something isn't working
"Fill in the … step".
Every action except "Alert the team" needs text (the task, message or tag).
It didn't run for someone.
See "An automation didn't run" for the checklist.
I need to change an automation.
Automations can't be edited. Pause or delete it and make a new one.