Automation Activity

Automation Activity

Overview
  • This is a 1st step for setting up any automation activity.
  • The Automation Activity module is used to define and manage different activities that will be executed automatically when a specific Automation Rule is triggered in the CRM system. Each activity defined here can be linked with one or more rules. When a rule runs, the assigned activity is performed automatically.
  • This module helps organizations automate repeated tasks such as sending reminder emails, updating lead stages, creating follow-ups and more.
Purpose
The purpose of the Automation Activity Master is to:
  • Define reusable automation actions.
  • Provide a centralized place to manage all automation activities.
  • Allow linking activities with Automation Rules and Automation Group master.
  • Enable quick editing, activation/deactivation and deletion of activities.
  • Ensure activities can be reused across multiple rules to reduce configuration time.
(Every time a rule is triggered, the activities configured here perform automatically for that rule.)
Key Features
  • Manage all automation activities at one place.
  • Add, edit, activate/inactivate and delete activities.
  • Activity-wise status control (manual toggle).
  • Name-based searching and Active/Inactive filtering.
  • Sorting on Activity Name column.
  • Auto-hide delete option if activity is already used in Automation Rule.
  • Fully integrated with Automation Rule Module.
Linking With Automation Rule and Automation Group
The Automation Activity module works directly with the Automation Rule and Automation Group master.
  • During creation or editing of an Automation Rule, the user can select the Automation Group that should be executed. Based on the selected group, the activities linked to that group will work according to the ON/OFF switches defined here. This acts as a link with the Automation Group Master, where you decide which activities belong to which automation group.
  • Only the activities created here will appear inside Automation Rule configuration.
  • If an activity is already used in any rule:
    • It cannot be deleted.
    • The delete icon automatically hides for safety.
(This ensures no broken automation occurs in the system.)
Automation Activity (Listing Layout Explanation)
When you navigate to:
Settings → CRM → Automation Activity, the Automation Activity Listing Page opens.
  • Below is the detailed explanation of each part of the screen.
  • Header Section
Field Name Description
Total: X Shows total number of Automation Activities in the system.
Search Box Allows searching activities by Name.
Status Filter (Active/Inactive) Filters the listing based on selected status.
Search Button Executes search and filter query.
Clear/Remove Icon Clears the search input and shows all records again.
+Add Automation Activity Button Opens the form to create a new Automation Activity.
Listing Columns:
  • Action Column
    Icon Description
    Edit Opens the edit page to modify the activity details.
    Remove Deletes the activity if not used in any Automation Rule. If the activity is already used, this icon will be hidden.
  • Status Column
    • Shows whether the activity is Active or Inactive.
    • Users can toggle the status manually:
      • Active → Inactive
      • Inactive → Active
    • Clicking on the Status will immediately update the status without opening any popup.
      • If the current status is Active, it will change to Inactive
      • If the current status is Inactive, it will change to Active
    This helps enable/disable activities without deleting them.
  • Name Column
    • Displays the name of each Automation Activity.
    • Additional features:
      • Sorting is available on this column. Clicking on the column header sorts data in ascending or descending order.
  • Pagination
    • If the data exceeds 10 records, pagination automatically appears.
    • Pagination works based on system configuration.
    • Users can navigate between pages using page numbers.
  • Summary
    • The Automation Activity Master is an essential component of the automation system. It provides reusable tasks that can be linked with automation rules.
    • This module helps organizations automate workflows effectively, reduce manual work and maintain consistent follow-up actions.
How to Create an Automation Activity
To create a new Automation Activity, follow the steps below:
  1. Go to CRM → Automation Activity from the Settings menu.
  2. On the Automation Activity listing page, click the “Add Automation Activity” button available at the top-right corner.
  3. An Add Automation Activity popup will open.
  4. Fill in the required details as described below.
  • Field Description
    Field Name Description
    Automation Activity Name* Enter the name of the automation activity. This name will be used while configuring Automation Rules. (Mandatory)
    Description Add any additional details about the automation activity. (Optional)
    Task (Toggle Switch) This toggle is used inside the Automation Rule. If ON, then when Automation Rule is created and this activity is selected, the Task creation fields will appear there. If OFF, Task-related fields will not be shown in the Automation Rule.
    Follow-up (Toggle Switch) This toggle is used inside the Automation Rule. If ON, then in Automation Rule setup, Follow-up creation fields will appear. If OFF, Follow-up-related fields will not appear.
    Activity (Toggle Switch) This toggle is used inside the Automation Rule. If ON, then the Automation Rule will show Activity creation fields when this activity is selected. If OFF, Activity-related fields will not be available.
    Action Create (Toggle Switch) This toggle is used inside the Automation Rule. If ON, then Action creation fields will appear in Automation Rule setup. If OFF, that section will not be shown.
    Status Choose whether the activity should be Active or Inactive. The default status is Active.
  • Important Notes
    • The effect of these toggles is only in the Automation Rule module.
    • If toggle is ON → related creation fields will appear in Automation Rule when this automation activity is selected.
    • If toggle is OFF → no fields will appear in Automation Rule for that activity type.
    • Click Save to save the activity.
    • Click Close to exit the popup without saving.
How to Delete Automation Activity
  • From the listing page, click on the Remove (Delete) icon of the record you want to delete.
  • A confirmation popup will open.
    • If you click No, nothing will happen and the popup will close.
    • If you click Yes, the selected Automation Activity will be deleted successfully.
How to Edit Automation Activity
  • From the listing page, click on the Edit icon of the activity you want to update.
  • The Edit Automation Activity popup will open.
  • Inside the popup, you can:
    • Modify any field values
    • Update the status (Active/Inactive)
    • Turn toggle switches ON/OFF as required

    (After making the changes, click Save to update the record.)

    (Your updated information will be saved successfully.)

  • Example
    Field Name Description
    Automation Activity Name * No Stage change
    Description Runs the automation while keeping the stage unchanged.
    Task (Toggle Switch) OFF
    Follow-up (Toggle Switch) ON
    Activity (Toggle Switch) OFF
    Action Create (Toggle Switch) ON
    Status Status is selected as Active
     
Reflected in The Automation Rules
The selected title is reflected in the automation rule. Here, 'No Stage Change After Some Days' is selected and based on this selection, the related details are displayed.