Creating Activities

Creating Activities

Select activity type from the Create Activity dialog:

The dialog will list only activities applicable for the current set of objects included in the automation.

• Add Connection – adds a connection of the selected type to the selected object.

• Delete Connection – removes a connection of the selected type to the selected object.

• Add Tag – adds a tag. You can tag Vine objects to group them by certain criteria. A tagged object is automatically added to a folder with the same name. For example, you can tag a person based on what web page the person has visited or what event registered for.
• Delete Tag– deletes a specified tag.
• Add Event – creates a preconfigured event and connects responsible people to it.
• Add Lead Points – adds a specified amount of lead points to the triggering person.
• Add Person to Subscription List – adds the triggering person to a subscription list.
• Include object to automation – adds a new object to an automation rule. For example, you can include a contact person for a sales case and then send that person an email or an SMS. After an object is added to an automation, it appears in the Do this action to field in all relevant next activities.
• Include Registration Event to Automation – adds a new event to an automation rule. In the Invite To Event template this action is used to add an event which you want the triggering person to be invited to. After an event is added to an automation, it appears in the Do this action to field in all relevant next activities.
• Raise Lead – raises a lead.
• Send Email – sends a preconfigured email to the person set in the Do this action to field.
• Send Internal Email – sends a text email to a list of internal email addresses.
• Send Text Email – sends a text email to the person set in the Do this action to field.

• Send HTTP Request – allows running an HTTP request to any web service. Using HTTP requests you can interact with, for example, Vine REST or any external web service.

• Send SMS – sends an SMS message to the lead and responsible people.

• Set Values – sets a value of an object's field.

• Start Another Workflow – gives the possibility to start another workflow from previously created ones.

• Wait – interrupt the workflow of activities and wait for a specified time before continuing with the next activity.

• If-else – splits the workflow logic into YES and NO branches depending on the result of a condition.
• Merge Branches – this action allows to merge the YES and NO branches of an IF/ELSE action into a single automation thread.

Add Connection action

1. Select the target object of the action from the Do this action to list.
2. Select a connection type and an object to be connected.
3. You can either select a specific object which database name you know when saving the action or select an object that will be included during automation:
   • Select Specific object to connect the target object to an already known object. Enter its database name.
   • Select Included object if you want to connect the target object to some object included in this automation. Then choose an included object you want to connect to from the list of all objects included in this automation before this Add Connection action.
4. Click OK.

Delete Connection action

1. Select the target object of the action from the Do this action to list.

2. Select a connection type and an existing object to be disconnected.

3. Click OK.

Add Tag action

1. Select the target object of the action from the Do this action to list.

2. Select a tag from the list.

3. Click OK.

Delete Tag action

1. Select the target object of the action from the Do this action to list.

2. Select a tag to be deleted from the list.

3. Click OK.

Add Event action

1. Enter a name for the action.

2. Select the target object of the action from the Do this action to list.

3. Set the start date. You can select from the following options:

   • Select Now if you want the start date of the created event to be the time of the action.
   • Select Fixed Time if you want to specify the exact start time of the event.
   • Select Field if you want to use the value of the target object field as the start time of the event.
4. If needed use the Adjust by setting to delay the event Start date by a needed amount of minutes, hours or days.
   (Please note that the end date of the created event will be equal to its start date).
5. Select All Day Event if the exact start time of event is not important ( the created event will start and end at 00:00 of the day you set using the start date field)
6. Select Event type.
7. Enter a name and description for the event that will be created.
   In the name and description fields you can enter placeholders for fields of objects and forms available in this automation. Place the cursor where you want a placeholder to be located, click  next to the edited field and select a field from the list that will appear:

8. Use the Remind field to configure reminding about the event that will be created.
9. To configure people responsible for the event (connected to event as Responsible) you have the following two options:

• Select Use Selected Person as Responsible and then select an object from the list. This field is available only if the triggering object is a person or there are other included persons.
• Select Distribute Responsibility to if you want to distribute responsibility among many people in the round robin manner, so that all persons get assigned about the same amount of events. Please note, however, that if a person from the list you selected is already responsible for the triggering lead (connected as Responsible to an event which is also connected to the lead) then that person will keep its responsibility for the lead and will be assigned to this email event as well.

Click OK.

Add Lead Points action

1. Select the target object of the action from the Do this action to list.

2. Enter the number of lead points which you want to add to the triggering person.

3. Click OK.

Add Person to Subscription List

1. Select the target object of the action from the Do this action to list.

2. Select the subscription list where you want to add the triggering person.

3. Click OK.

Include object to automation action

1. Enter a name for the activity.

2. Select the target object of the action from the Do this action to list.

3. First select the type of an object that you want to add to the automation.

4. Next select the needed connection type with which the included object should be connected to the object selected in the Do this action to field.
5. Enter a name for the included object.
6. There could be several objects connected with the selected connection type so you need to use the Use from multiple objects condition to specify which one object you want to add.
7. In addition, you can filter the connected objects by their type or phase fields. If selected, this filter will be applied before the Use from multiple objects condition.

8. Click OK.

Include Registration Event to Automation action

1. Simply select an event from the list which shows all open events available for registration.
2. Click OK.

Raise Lead action

This actions adds a "Lead Raised" item to marketing statistics and it will be reflected in all charts where lead statistics is shown (for example, on the Leads page).

To configure the Raise Lead action please do the following:

1. Select the target person of the action - the lead - from the Do this action to list.
2. Select Do not Raise New Lead if Person already Has New or Active Lead to prevent creating duplicate leads for persons who already have new or active leads
3. Select a phase: "New" or "In Progress".
   For the "In Progress" phase you can schedule a follow-up action in several days after the lead is raised. You will see the date of the follow-up action as the Next Action Date for this lead in Vine Sales.
4. Enter the name of the lead and its description
5. Select people you want to be assigned as Responsible for the lead:
   • Select Use Selected Person as Responsible to assign a specific person as responsible.
   • Select Distribute Responsibility to if you want to assign the responsibility in the round robin manner, so that all persons get assigned about the same amount of leads. Please note, however, that if a person from the list you selected is already responsible for the lead then that person will keep its responsibility for the lead and will be assigned to this lead as well.

6. Click OK.

Send Email action

When an email is sent, simultaneously an event is created in the database where the person selected in "Do this action to" is connected as an attendee.

To configure the email action please do the following:

1. Enter a name for the send email action.
2. Select the target object of the action from the Do this action to list. This person will receive the email and will be connected as an attendee to the event created by this Send Email action.

Please note that statistics for all emails sent by this action will be groped under one event in the Mail Statistics tool.

3. Select the type for the event that will be created from the Event Type list.
4. Select Send even if person has forbidden marketing if you want to send email even is the person is marked as one who does not want to receive marketing emails.
5. Click New to create a new email or click an existing email to select it. You can click Edit to review the selected email and modify it if needed.
   You can also select a folder of saved emails. Then the last saved email in that folder will be used.
6. Click OK.

For an existing Send Email action you can click to see the statistics for all emails sent by this action.

Send Internal Email action

When an email is sent by this action, simultaneously an event is created in the database where all recipients of the email are connected as attendees.

To configure the email action please do the following:

1. Select the target object of the action - the lead - from the Do this action to list.
2. Select the type for the event that will be created from the Event Type list. Recipients of this email will be connected as attendees to the event created by this action.
3. Specify who you want an email to be sent to using the To addresses field.
   "no-reply@vine.eu" is used as the From address for internal emails.
4. Enter the email subject and body. In the subject and body you can enter placeholders for object fields. Place the cursor where you want a placeholder to be located, click next to the edited field and select a field from the list that will appear.
5. Click OK.

Send Text Email action

When an email is sent, simultaneously an event is created in the database where the person selected in "Do this action to" is connected as an attendee.

To configure the email action please do the following:

1. Select the target person of the action from the Do this action to list. This person will receive the email and will be connected as an attendee to the event created by this action.

2. Select the type for the event that will be created from the Event Type list.
3. Select Send even if person has forbidden marketing if you want to send email even is the person is marked as one who does not want to receive marketing emails.

4. Set the "From" address for emails sent by this action using the From address field.

5. Enter the email subject and body.
   In the subject and body you can enter placeholders for object fields. Place the cursor where you want a placeholder to be located, click next to the edited field and select a field from the list that will appear.
6. Click OK.

Send HTTP Request

To configure the Send HTTP Request action please do the following:

1. Enter a name for the action.

2. Enter a name of the data object where the returned data will be located.

3. Select the type of request and enter the request, its header and form fields if needed.

4. Click OK.

You can refer to the STATUS and DATA fields of the data object in the automation actions that happen after the Send HTTP Request as [[HTTPOBJECT.STATUS]] and [[HTTPOBJECT.DATA]]

Send SMS action

The Send SMS action is similar to Send email action but instead of email a short text message will be sent to phones.

To configure the Send SMS action please do the following:

1. Enter a name for the action.

2. Select the target object of the action from the Do this action to list.

3. Specify who you want an SMS to be sent to:

• Select Send to Lead for SMS to be only sent to the lead (person who triggered the action).

• Select Send to Responsible Person for SMS to be only sent to the person assigned to this lead.

• Select Send to Both for SMS to be sent to the lead and responsible person.

Enter the Sender Phone Number or Select Use Mobile Phone of Responsible Person as Sender.

Type your text message in the Message field. You can add object fields to the text using the list next to the Message field. Click  to add object fields.

Use the Distribute Responsibility to: list to select people you want to be assigned to leads. Leads are assigned in the round robin manner in the same way as in the Send Email action.

Click OK.

Set Values

1. Enter a name for the activity.

2. Select the target object of the action from the Do this action to list.

3. Select an object's field you want to set and give it a value.

4. If needed, click the plus icon again to add more fields you want to set. Or the minus icon to remove fields.

5. Click OK.

Start Another Workflow

1. Enter a name for the activity.
2. Select the target object of the action from the Do this action to list. This will be the triggering object for the automation you will select.
3. Select the existing automation you want to start from the Workflow list.
4. Select Wait for started automation to finish if you want to continue the parent automation only after the started automation will finish.
5. Click OK.

Wait Action

The wait action pauses the execution of the series of actions. For an existing Wait action you can click to see if there are any automations it is currently pausing.

To create a new Wait action:

1. Enter a name for the action.

2. Select the target object of the action from the Do this action to list.

3. You can specify when you want the series of actions to continue:

Select Wait duration if you want to pause your series for a set amount of days, hours or minutes. If you configured the pause to last for a few days then you can additionally set:

• The time you want to continue at from the Continue at setting.

• The day(s) you want to continue on from the Continue on setting.

• Select Wait till if you want an email to be sent on a specific day and time:

• Select Take resume date from field if you want the series to continue based on the date and time saved in the triggered object’s field. If needed, you can extend the wait by using the Adjust by setting.

• Additionally, you can set:

• The time you want to continue at from the Continue at setting.

• The day(s) you want to continue on from the Continue on setting

If-else action

The If-else action allows to split the workflow into the Yes/No branches based on a condition:

1. Enter a name for the action.

2. Select the target object of the action from the Do this action to list.

3. Select what you want to apply your criterion to from the first list:

   

   Please note that the list of available options depends on the target object selected from the Do this action to list. For example , if the target object is an HTTP response then you will have the "Value with XPath" option to check the HTTP XML response:

4. Then configure your constraint using the next lists.
   For example, if you have selected "Field" then select a field from the second list and then select a constraint type from the third list and click to set a constraint value in the last edit box:

5. If you need more conditions click the plus sign.

6. Select the logical operation that you want to combine your conditions: OR – to make the workflow continue on Yes path if any of conditions is true, AND to make the workflow continue on Yes path if both conditions are true.

7. Select the target of your new condition.

   For example, if you select Connection Exists, then select available connection types from the second list and enter the name of the object which you want the triggering object to be connected to.

8. Click OK when you do not need more conditions.

Merging Branches

To merge the IF/Else branches into a single flow:

1. Add an action before which you want to merge the branches (Send Email in this example):

Click the last plus sign on the opposite branch and select Merge Branches:

In the Merge Action list select an action before which you want to merge the flow:

 

Click OK.

A Merge Branches action will be added and the automation flow will continue at the action you have just chosen: