Automations

You’ll need to be an Admin or Owner to set up and manage automations.

Create automated workflows by defining triggers, conditions, and actions. For example, when a customer record is created (trigger) for a lead located in EMEA (condition), assign them to a particular salesperson (action).

Here’s what we cover in this article:

Before you begin

  • Review the details and custom attributes of a customer record.
  • Identify or create any custom attributes and tags to use with automations.
  • If you want to automate merging customers, decide how to detect duplicate customers: based on matching external IDs, domains (website URLs), company names, or a combination of these properties.

Setting up an automation

ChartMogul allows a maximum of eight active automations.

To set up an automation, navigate to Data & Config > Manage > Automations and click Add Automation.

Enter the Automation name and follow these steps:

Screenshot of the Automation name field.

1. Selecting a trigger

Under Select a trigger, choose the event that will trigger your automation:

  • Customer created — When a new customer is imported or created in ChartMogul
  • Customer created or updated — When a customer is created or any customer property changes its value
  • Customer created and classified as duplicate — When a customer is created and ChartMogul finds a duplicate among existing customers (see below)

Screenshot of the Select a trigger drop-down with options as described here.

For the Customer created and classified as duplicate trigger, configure your definition of a duplicate customer by selecting one or more matching properties (all comparisons are case-sensitive):

  • External ID — Customers must have the same external ID to be merged. A customer’s external ID is their unique ID created by a user (not to be confused with their UUID, which is automatically generated by ChartMogul).
  • Domain (website URL) — Customers must have the same website domain to be merged. When detecting duplicate customers, ChartMogul ignores common domains like gmail.com or outlook.com.
  • Company name — Customers must have the same company name to be merged.

Screenshot of the additional options for classifying duplicate customers.

2. Defining conditions

All conditions must be met to trigger your actions. Conditions behave as if joined by the AND operator (rather than the OR operator).

Under Customer meets ALL these conditions (optional), configure any conditions that need to be met to trigger your actions:

Screenshot of the Customer meets all these conditions (optional) section.

  1. Click Add Condition.
  2. Select an attribute:
    • Customer status  — Customer status in ChartMogul
    • Owner  — The primary salesperson responsible for the customer
    • Region  — The customer’s region
    • Company name — The name of the customer’s company
    • Lead created at  — The date and time when the lead was created
    • Free trial started at  — The date and time when the free trial started
    • Website URL  — The customer’s website address
    • Source  — The source where the customer is stored
    • MRR (current)  — The customer’s current Monthly Recurring Revenue (MRR)
    • Subscriber since  — The date when the customer started their first subscription
    • Tags  — Tags added to the customer
    • Or a custom attribute
  3. Select an operator:
    Attributes Available operators
    Customer status, Region, Source, Tags
    • is one of
    • is none of
    • has all of
    • is present
    • is not present
    Owner
    • is one of
    • is none of
    Company name, Website URL, custom attributes of the string type (text)
    • is
    • is not
    • contains
    • does not contain
    • is present
    • is not present
    • is at least one of
    MRR (current), custom attributes of the number type
    • equals
    • does not equal
    • is less than
    • is more than
    • is less than or equal to
    • is more than or equal to
    • is between
    • is present
    • is not present
    Free trial started at, Lead created at, Subscriber since, custom attributes of the timestamp type (date and time)
    • is on
    • is after
    • is before
    • is on or after
    • is on or before
    • is within
    • is present
    • is not present
    Custom attributes of the Boolean type (true or false)
    • is true
    • is false
    • is present
    • is not present
  4. Depending on the attribute type, enter a value or select one or more options from the list.
  5. Click Add.
  6. Repeat steps 1–5 to add conditions.

3. Selecting actions

Under Perform these actions, configure one or more actions to be performed:

  1. Click Add Action.
  2. Select the action type:
    • Update customer property
    • Merge duplicate customer(s) (available only for the Customer created and classified as duplicate trigger)
  3. If you chose Update customer property, select Owner, Lead status, Add tags, or a custom attribute. Then, enter a value or select one or more options from the list.
  4. Click Add.
  5. Repeat steps 1–4 to add actions.

Screenshot of the Perform these actions section.

Click Save to create and enable your automation.

Screenshot highlighting the location of the Save button on the Add automation page

Managing automations

Navigate to Data & Config > Manage > Automations to view all your automations.

Screenshot of the Automations page listing all automations.

Enabling and disabling automations

Enable and disable automations by toggling the On/Off switch under Status.

Screenshot highlighting the location of the Status column with toggles to turn automations on and off.

Automations only detect triggers while they are enabled.

Imagine you have a customer with the external ID cus_0001. Then you create and enable an automation to merge customers with the same external ID. If you now create or import a customer with the same external ID, cus_0001, ChartMogul won’t search your existing customers for matching external IDs, so the two customers won’t be merged.

Editing automations

To edit an automation, choose it from the list, adjust its trigger, conditions, and actions, and click SAVE.

Deleting automations

Deleting an automation is permanent and cannot be undone.

To delete an automation, choose it from the list and click Delete This Automation . Confirm by clicking OK.

Screenshot highlighting the location of the Delete This Automation option.

Example automations

Here are some examples of automated workflows. Write to us to share your ideas for automations.

Merging duplicate customers

Merging customers is permanent and cannot be undone.

For ChartMogul accounts created on or after May 21, 2024, this automation is enabled by default. ChartMogul automatically merges customers with matching external IDs or domains.

ChartMogul doesn’t automatically merge more than two customers at a time. When the automation identifies more than two customer records as duplicates, they remain unmerged. Merge such customers manually.

To automatically merge duplicate customers when they are created in ChartMogul:

  1. Select the Customer created and classified as duplicate trigger.
  2. Configure your definition of a duplicate customer by selecting one or more matching properties:
    • External ID
    • Domain (website URL)
    • Company name
  3. Configure any additional conditions. For example, to only merge duplicate customers from a particular source, set the following condition:
    • Sourceis one of — Select a source
  4. Select the Merge duplicate customer(s) action.

Lead routing based on territory

To automatically assign new leads to salespeople based on territory:

  1. Select the Customer created trigger.
  2. Set the following conditions:
    • Regionis one of — Select one or more regions
  3. Set the following action:
    • Update customer property — Owner — Select the salesperson who manages leads in the territory

Identifying managed customers based on recurring revenue

To automatically tag customers who reach a certain level of MRR:

  1. Select the Customer created or updated trigger.
  2. Set the following condition:
    • MRR — is more than or equal to — Enter a value
  3. Set the following action:
    • Update customer property — Add tags — Select a tag, e.g., managed_customer
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