Automation Rules

What a Rule Does

A rule watches Companies, Contacts, Leads, Deals, Tasks, or Activities and, when a record is added, or a field changes (to any value, or to the value you give), does one thing:

• Add a task about the record, due a number of days later (0 to 365). Write {name} in the subject for the record's name. The task belongs to the record's owner.
• Set a field on the record to a value. A rule cannot set the field it watches, or a link field.
• Email someone on your team: the record's owner, or a person you choose. This needs a sending address in CRM Settings.

Rules act within moments of the change, however it was made: a screen, an import, an AI agent, or another app. A rule acts only on changes after it was turned on. What a rule does is marked Automation in the record's history, and changes made by automation never start rules, so rules cannot loop.

Managing Rules

Owners and admins manage rules in CRM Setup, Automation Rules:

• See every rule, how often it ran, and what the rules did lately (action crm.rules.list).
• Add Rule or Change (action crm.rules.save). The rule is checked against your modules and fields as they are now.
• Turn Off and Turn On (action crm.rules.state).
• Delete (action crm.rules.delete). What it already did stays.

When a rule cannot do its action (Tasks are turned off, or nobody to email), its log says why and nothing is changed.

AI Agents

Agents can see rules, add and change them, and turn them off. A rule an agent saves or changes is saved turned off and marked By an AI agent; only a person turns it on. Agents never delete rules.