Automations - Actions – brainX Handbuch

Package: BASIC

1. Action Configuration

Info

Actions determine what should happen when an event occurs and any prerequisites are met.

Note

For each action, the user to be used for execution can be defined.

After clicking an action in the editor, the "Action" sidebar opens.

Action sidebar

Note

An action can only be configured if it is connected to an already configured trigger or an already configured condition!

After double-clicking an action in the editor - alternatively via the "Edit" action in the action sidebar - the "Action" popup opens.

The "Action" popup displays all available actions as tiles (incl. brief description). To help find a desired action more quickly, the popup is divided into three tabs:

All → displays all available actions
Record-related → displays record-related actions
Messages → displays actions that send messages or display information

Action popup - "All" tab

automatisierung_ansicht_editor_popup_aktion_datensatzbezogen.png Action popup - "Record-related" tab

automatisierung_ansicht_editor_popup_aktion_nachrichten.png Action popup - "Messages" tab

The following actions are available (each depending on the selected trigger):

Action	Description	available for trigger
Attachments as document	Creates attachments of a scanned email as documents, taking conditions into account.	Scan emails
Send notification	Sends personalised notifications with information from the main record.	Attachment added Record created Record exported Record deleted Record saved Record changed Record opened Record converted from Record converted to Billing: item inserted Billing: item removed Billing: item changed Ticket: external comment Link added
Update record	Updates fields from the main record or records linked via reference fields.	Record created Record exported Record deleted Record saved Record changed Record converted from Record converted to DocuSign: signature received Billing: item inserted Ticket: external comment Link added
Create record	Creates a new record.	Record created Record exported Record deleted Record saved Record changed Record converted from Record converted to Billing: item inserted Link added
Delete record	Allows deletion of the triggering record. In addition, links of the record can also be deleted.	Record created Record saved Record changed Record converted from Record converted to
Delete record	Deletes records from the selected modules that were created by Billing item actions.	Record created
Link records	Searches subject and content for record numbers and links the email. Includes the "Save email" action.	Scan emails
Send email	Sends personalised emails with information from the main record as well as linked records.	Attachment added Record created Record exported Record deleted Record saved Record changed Record converted from Record converted to DocuSign: signature received Billing: item inserted Billing: item removed Billing item changed Ticket: external comment Link added
Save email	Stores a scanned email as a copy in the system and links it to further records if applicable.	Scan emails
Display information	Displays information to the logged-in user, which may originate from the main record and its links. The information can be displayed as a note or as a popup dialog (configurable in the action).	Record created Record saved Record changed Record opened Record converted from Record converted to Billing: item inserted Billing: item removed Billing: item changed
Edit item	Allows editing of items in Billing modules.	Billing: item inserted Billing: item changed
Add item	Allows creation of new items in Billing modules.	Record created Record saved Record changed
Create/update ticket	Updates tickets based on record numbers or creates new ones if not found, with optional creation of the sender.	Scan emails
Default interest	Inserts an item to cover default interest.	Record created Record saved Record changed
Contract update	Updates the items of a contract, based on a sales order.	Record saved Record changed
Call webhook	Allows transfer of fields, items or relations of a record to a webhook via POST or GET call.	Record created Record saved Record changed Record opened Record converted from Record converted to Billing: item inserted Billing: item removed Billing: item changed
Item-based calculations	Calculates values based on items and writes these into a main field of the record. Supports filtering by conditions.	Record created Record saved Record changed Record opened Record converted from Record converted to Billing: item inserted Billing: item removed Billing: item changed
Update relations	Updates the relations of the triggering record. The relations to be updated can be restricted by conditions.	Record created Record saved Record changed Record opened Record converted from Record converted to Billing: item inserted Billing: item removed Billing: item changed
Request payment mandate	Requests a mandate via the configured payment provider. Only available if a payment provider is configured and activated for the organization.	Record created (module: Contracts)
Payment collection	Triggers a payment collection via the configured payment provider. Prerequisites: A payment provider is activated for the organization, the invoice originates from a contract with a valid mandate. The action requires no further configuration other than naming.	Record created (module: Invoices)
Send SMS	Sends an SMS via the telephone integration of the logged-in user	Attachment added Record created Record exported Record deleted Record saved Record changed Record opened Record converted from Record converted to Billing: item inserted Billing: item removed Billing: item changed Ticket: external comment Link added
Convert lead	Automatically converts a lead - with the same range of functions as the manual conversion (Organization and Partner, Contact, Deal, Appointment, Task, Note as well as transfer of comments, tags, Website Visits and note widgets).	Attachment added Record created Record exported Record deleted Record saved Record changed Record opened Record converted from Record converted to Email scanned Billing: item inserted Billing: item removed Billing: item changed Jira: push received Appointment: participant invited/uninvited Appointment: participant status changed Ticket: external comment Link added
Change multiple items	Updates multiple items of a record in a single save operation. Only items that match the configured item type are considered.	Attachment added Record created Record exported Record deleted Record saved Record changed Record opened Record converted from Record converted to Email scanned Billing: item inserted Billing: item removed Billing: item changed Jira: push received Appointment: participant invited/uninvited Appointment: participant status changed Ticket: external comment Link added

1.1. Action step 1 - Selecting the action

By marking (clicking) an action in the "Action" popup and clicking the "Next" button, a popup opens in which the selected action is configured in detail.

1.2. Action step 2 - Configuring the action

1.2.1. Attachments as document

The "Attachments as document" action creates attachments of a scanned email as documents, taking conditions into account.

automatisierung_ansicht_editor_aktion_anhaenge_als_dokument.png Attachments as document popup

The following fields/functions are available in the "Attachments as document" popup:

Attachment
- Responsible for created records * → selection of the responsible user/group
- Organization for created records * → selection of the Organization for the created records
- Directory * → selection of the directory in which the record is saved
- Prefix for title → configuration of the prefix for the title:
  - none (file name only)
  - Subject
  - Sender address
  - Free text
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)

*Mandatory field

After clicking the "Save" button in the "Attachments as document" popup, the action is saved and displayed in the editor.

1.2.2. Send notification

The "Send notification" action sends personalised notifications with information from the main record as well as linked records.

automatisierung_ansicht_editor_aktion_benachrichtigung_schicken.png Send notification popup

The following fields/functions are available in the "Send notifications" popup:

Notification
- To → selection of users, groups, roles and user fields of the triggering record by clicking the "Add recipient" action icon (icon "Plus") which should receive the notification
- Subject → input field for the subject of the notification
  Note: Placeholders can be inserted in the message subject.
- Editor → a formattable message text can be entered in the editor area
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Frequency * → picklist for when a notification should be sent:
  - every time → the notification is sent every time the trigger and condition apply
  - once → the notification is sent only once per record when the trigger and condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
  - Input field "Duration" and picklist "Time unit" (optional) → input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) respectively before/after the trigger date)
  - Field "Trigger date" * → picklist with date fields as the basis for the delay
    If the field is empty in the record, the action is not executed!
  - Input field "Time" (optional) → entry of an optional time
  - Toggle "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is moved or deleted according to the delay.
  - Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
  - Input field "Every" → input field for the duration of the delay of the selected time unit
  - Picklist "Time unit" → picklist with the time units day(s)/week(s)/month(s)/year(s)
    Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed.
  - Selection field "Weekdays" (optional) → separate weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition onwards for all further executions

*Mandatory field

automatisierung_ansicht_editor_aktion_benachrichtigung_schicken_verzoegerung_konfigurieren.png Send notification popup - Configure delay

automatisierung_ansicht_editor_aktion_benachrichtigung_schicken_wiederholung_konfigurieren.png Send notification popup - Configure repetition

After clicking the "Save" button in the "Send notifications" popup, the action is saved and displayed in the editor.

1.2.3. Update record

The "Update record" action updates fields from the main record or records linked via reference fields.

automatisierung_ansicht_editor_aktion_datensatz_aktualisieren.png Update record popup

The following fields/functions are available in the "Update record" popup:

Button "Add field" → a picklist of all available fields for updating is displayed.
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Frequency * → picklist for when a record should be updated:
  - every time → the record is updated every time the trigger and condition apply
  - once → the record is updated every time the trigger and condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
  - Input field "Duration" and picklist "Time unit" (optional) → input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) respectively before/after the trigger date)
  - Field "Trigger date" * → picklist with date fields as the basis for the delay
    If the field is empty in the record, the action is not executed!
  - Input field "Time" (optional) → entry of an optional time
  - Toggle "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is moved or deleted according to the delay.
  - Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
  - Input field "Every" → input field for the duration of the delay of the selected time unit
  - Picklist "Time unit" → picklist with the time units day(s)/week(s)/month(s)/year(s)
    Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed.
  - Selection field "Weekdays" (optional) → separate weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition onwards for all further executions

*Mandatory field

1.2.3.1. Step 1 - Update record - Add field

After clicking the "Add field" button, a picklist of all available fields for updating is displayed.

After selecting the field, it is displayed as a new row.

automatisierung_ansicht_editor_aktion_datensatz_aktualisieren_feld_hinzugefuegt.png Update record popup - Add field

The new value of the field can now be entered in the input field.

Note

For fields of type Number, the entered value is automatically rounded to the number of decimal places available for the field. Fields of type Currency always round to two decimal places.

Two action icons are often also displayed in the row of an input field:

Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to create more complex field values
Action icon "Remove field" (icon "Bin") → deletes the field

1.2.3.2. Step 1a - Update record - Configure workspace (optional)

Optionally, the "Configure workspace" function can also be used to configure more complex comparisons.

After clicking the "Configure workspace" action icon (icon "Puzzle"), the "Set value" popup opens.

The functionalities in the "Set value" popup are described in detail in the section Configure workspace - Set value.

1.2.4. Create record

The "Create record" action creates new records in other modules.

automatisierung_ansicht_editor_aktion_datensatz_erstellen.png Create record popup

The following fields/functions are available in the "Create record" popup:

Picklist "Object type" * → picklist of object types (modules) for which a new record should be created.
Button "Add field" → a picklist of all available fields of the selected object type (module) is displayed.
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Frequency * → picklist for when a record should be updated:
  - every time → the record is updated every time the trigger and condition apply
  - once → the record is updated every time the trigger and condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
  - Input field "Duration" and picklist "Time unit" (optional) → input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) respectively before/after the trigger date)
  - Field "Trigger date" * → picklist with date fields as the basis for the delay
    If the field is empty in the record, the action is not executed!
  - Input field "Time" (optional) → entry of an optional time
  - Toggle "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is moved or deleted according to the delay.
  - Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
  - Input field "Every" → input field for the duration of the delay of the selected time unit
  - Picklist "Time unit" → picklist with the time units day(s)/week(s)/month(s)/year(s)
    Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed.
  - Selection field "Weekdays" (optional) → separate weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition onwards for all further executions

*Mandatory field

1.2.4.1. Step 1 - Create record - Select object type

Picklist "Object type" → After clicking the "Object type" picklist, a picklist of all available modules is displayed in which a new record can be created.
Picklist "Reference field" → After clicking the "Reference field" picklist, a picklist of the modules is displayed via which a link to the source record is established.
Picklist "Action" → selection of the action used as the basis for data transfer.

Depending on the selected object type (module), further configuration fields are displayed.

automatisierung_ansicht_editor_aktion_datensatz_erstellen_objektyp_vertraege.png Create record popup - Contracts object type

automatisierung_ansicht_editor_aktion_datensatz_erstellen_objektyp_dokumente.png Create record popup - Documents object type

For many fields the "i" icon

is available, which displays additional info about the respective field on mouseover.

Mandatory fields are marked with a red asterisk *.

Two action icons are often also displayed in the row of an input field:

Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to create more complex field values
Action icon "Remove field" (icon "Bin") → deletes the field

1.2.4.2. Step 1a - Create record - Configure workspace (optional)

Optionally, the "Configure workspace" function can also be used to configure more complex comparisons.

After clicking the "Configure workspace" action icon (icon "Puzzle"), the "Set value" popup opens.

The functionalities in the "Set value" popup are described in detail in the section Configure workspace - Set value.

1.2.5. Delete record

The "Delete record" action allows deletion of the triggering record. In addition, links of the record can also be deleted. Deleted records are moved to the Recycle Bin module.

automatisierung_ansicht_editor_aktion_datensatz_loeschen.png Delete record popup

The following fields/functions are available in the "Delete record" popup:

Delete link from (optional) → picklist of modules that may have a reference to the record to be deleted. The reference is also deleted when the triggering record is deleted. One or more modules can be selected.
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Delay * → after clicking the "Configure delay" button, a popup opens with the following fields:
  - Input field "Duration" and picklist "Time unit" (optional) → input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) respectively before/after the trigger date)
  - Field "Trigger date" * → picklist with date fields as the basis for the delay
    If the field is empty in the record, the action is not executed!
  - Input field "Time" (optional) → entry of an optional time
  - Toggle "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is moved or deleted according to the delay.
  - Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday

*Mandatory field

1.2.5.1. Step 1 - Delete record - Configure delay

Note

For smooth operation, this action must be executed with a delay. To achieve the fastest possible execution, a delay before the trigger time can be configured, for example.

1.2.5.2. Step 1a - Delete record - Delete links (optional)

In the "Delete link from" field (picklist), modules can be selected that may have a reference to the record to be deleted. The reference is also deleted when the triggering record is deleted. One or more modules can be selected.

After clicking the "Save" button in the "Delete record" popup, the action is saved and displayed in the editor.

1.2.6. Delete record

The "Delete record" action deletes records from the selected modules that were created by Billing item actions.

automatisierung_ansicht_editor_aktion_datensatz_loeschen_ausgewahlte_module.png Delete record popup

The following fields/functions are available in the "Delete record" popup:

Modules to delete * → picklist of modules in which records that were created by Billing item actions should be deleted. One or more module(s) can be selected.
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
  - Input field "Duration" and picklist "Time unit" (optional) → input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) respectively before/after the trigger date)
  - Field "Trigger date" * → picklist with date fields as the basis for the delay
    If the field is empty in the record, the action is not executed!
  - Input field "Time" (optional) → entry of an optional time
  - Toggle "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is moved or deleted according to the delay.
  - Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday

*Mandatory field

After clicking the "Save" button in the "Delete record" popup, the action is saved and displayed in the editor.

1.2.7. Link records

The "Link records" action searches subject and content for record numbers and links the email. Includes the Save email action.

automatisierung_ansicht_editor_aktion_datensaetze_verknuepfen.png Link records popup

The following fields/functions are available in the "Delete record" popup:

Link to * → picklist of modules to which the email should be linked. One or more module(s) can be selected.
Restrict number ranges → restriction of number ranges to be searched per module. If no restriction is selected for a module, all number ranges are searched. X = currently inactive number range.
Search content in addition to subject → toggle to configure whether the content should be searched in addition to the subject.
Save email → If records for linking are identified, but the email is not yet in the system, it is created once with this configuration.
- Link to * → picklist to configure which address the email should be linked to (both addresses can be selected):
  - Sender address
  - Recipient addresses
- Use blacklist from email account → toggle to configure whether the blacklist from the email account should be used.
- Responsible for email → selection of the responsible user/group
- Organization for created records * → selection of the Organization for the created records
- Create if address not found → picklist to configure whether a new record should be created if the address is not found. The following values are available for selection:
  - no
  - as Contact
  - as Lead
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)

*Mandatory field

After clicking the "Save" button in the "Link records" popup, the action is saved and displayed in the editor.

1.2.8. Send email

The "Send email" action sends personalised emails with information from the main record as well as linked records.

automatisierung_ansicht_editor_aktion_email_schicken.png Send email popup

For the "Send email" action, the responsibility for the sent email can be defined. The default value for responsibility is the executing user.

The following fields/functions are available in the "Send email" popup:

Field "From" → selection of the sender email account
- Action icon "Change sender email account" → After clicking the action icon, a picklist of all email accounts opens in which the setting "Automation allowed" is set to "active".
Field "To" → selection of the email recipients
- Action icon "CC" → shows the input line for CC recipients
- Action icon "BCC" → shows the input line for BCC recipients
- Action icon "Add recipient" (icon "Plus") → opens a picklist of email fields from the modules. One or more fields can be selected; direct entry of an email address is also possible.
Editor → The text of the email is composed in the editor area. Optionally, an email template can be selected and an attachment added.
- Action button "Template" → After clicking the action button, a flyout menu opens for selecting an email template. In addition, two further actions are available:
  - Create template → In a new browser tab, the create view of an email template is opened to create a new template.
  - Update templates → The list of available email templates is updated.
- Action icon "Add attachment" (icon "Paperclip") → After clicking the action icon, a flyout menu opens with the actions:
  - PDF template → Opens the "Load template" popup window for selecting a PDF template.
  - File field → Opens the "Select field" popup window in which a file field from a module can be selected via a picklist.
  - Select file → The file explorer of the operating system opens to select files.
- Editor area/email body → In the email body, the text can be formatted using the toolbar. The toolbar offers all functionalities for text formatting (e.g. font and size, lists, inserting images and links, tables etc.).
  
  On mouseover of the "Email body" area, the "Keyboard shortcuts" icon (opens the "Keyboard shortcuts" popup) is displayed at the bottom right.
Field "Responsible for created records" * → picklist of users/groups for the "responsible" field in created records
Field "Priority" → picklist of the email priority (values Low, Normal and High)
Toggle "Save email in CRM" → setting whether the email should be saved in the CRM (Emails module)
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Execute as * → picklist for which user (logged-in user or username) the action is executed with
- Frequency * → picklist for when an email should be sent:
  - every time → the record is updated every time the trigger and condition apply
  - once → the record is updated every time the trigger and condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
  - Input field "Duration" and picklist "Time unit" (optional) → input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) respectively before/after the trigger date)
  - Field "Trigger date" * → picklist with date fields as the basis for the delay
    If the field is empty in the record, the action is not executed!
  - Input field "Time" (optional) → entry of an optional time
  - Toggle "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is moved or deleted according to the delay.
  - Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
  - Input field "Every" → input field for the duration of the delay of the selected time unit
  - Picklist "Time unit" → picklist with the time units day(s)/week(s)/month(s)/year(s)
    Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed.
  - Selection field "Weekdays" (optional) → separate weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition onwards for all further executions

*Mandatory field

1.2.8.1. Step 1 - Send email - Sender email account

After clicking the "Change sender email account" action icon (icon "Inbox"), a picklist of all email accounts opens in which the setting "Automation allowed" is set to "active".

1.2.8.2. Step 2 - Send email - Select recipient

After clicking the "Add recipient" action icon (icon "Plus"), a picklist of email fields from the modules opens.
One or more fields can be selected; direct entry of an email address is also possible (by pressing the Enter key, the entered email address is transferred to the recipient field).

automatisierung_ansicht_editor_aktion_email_schicken_auswahlliste_an.png Send email popup - Picklist "To" field

1.2.8.3. Step 3 - Send email - Subject

The subject of the email is entered in the input line.

1.2.8.4. Step 4 - Send email - Select template (optional)

After clicking the action button, a flyout menu opens for selecting an email template. In addition, two further actions are available:

Create template → In a new browser tab, the create view of an email template is opened to create a new template.
Update templates → The list of available email templates is updated.

1.2.8.5. Step 5 - Send email - Add attachment (optional)

After clicking the "Add attachment" action icon (icon "Paperclip"), a flyout menu opens with the actions:

PDF template → Opens the "Load template" popup window for selecting a PDF template.
File field → Opens the "Select field" popup window in which a file field from a module can be selected via a picklist.
Select file → The file explorer of the operating system opens to select files.

1.2.8.6. Step 6 - Send email - Email body (optional)

The email text (email body) can be entered in the editor area. The text can be formatted using the toolbar. The toolbar offers all functionalities for text formatting (e.g. font and size, lists, inserting images and links, tables etc.).

On mouseover of the "Email body" area, the "Keyboard shortcuts" icon (opens the "Keyboard shortcuts" popup) is displayed at the bottom right.

1.2.9. Save email

The "Save email" action stores a scanned email as a copy in the system and links it to further records if applicable.

automatisierung_ansicht_editor_aktion_email_speichern.png Save email popup

Link to * → picklist to configure which address the email should be linked to (both addresses can be selected):
- Sender address
- Recipient addresses
Use blacklist from email account → toggle to configure whether the blacklist from the email account should be used.
Responsible for email → selection of the responsible user/group
Organization for created records * → selection of the Organization for the created records
Create if address not found → picklist to configure whether a new record should be created if the address is not found. The following values are available for selection:
- no
- as Contact
- as Lead
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)

*Mandatory field

After clicking the "Save" button in the "Save email" popup, the action is saved and displayed in the editor.

1.2.10. Display information

The "Display information" action displays information to the logged-in user, which may originate from the main record and its links.

automatisierung_ansicht_editor_aktion_information_anzeigen.png Display information popup

The following fields/functions are available in the "Display information" popup:

Display information
- Subject → input field for the subject of the information
- Editor → a formattable message text can be entered in the editor area
- Picklist "Type" → picklist with the values "Popup dialog" and "Note" to configure the type of the information
  - Popup dialog → a popup dialog with the information is displayed
  - Note → A note with the information is displayed. The note can have the following variants (picklist "Variant" is displayed if the type "Note" was selected):
    - Information (blue)
    - Success (green)
    - Warning (yellow)
    - Error (red)
General
- Name → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Frequency → picklist for when information should be displayed:
  - every time → the notification is sent every time the trigger and condition apply
  - once → the notification is sent only once per record when the trigger and condition apply

*Mandatory field

1.2.10.1. Step 1 - Display information - Subject

The subject of the information is entered in the input line

1.2.10.2. Step 2 - Display information - Information

The text of the information can be entered in the editor area. The text can be formatted using the toolbar. The toolbar offers all functionalities for text formatting (e.g. font and size, lists, inserting images and links, tables etc.).

On mouseover of the "Information" area, the "Keyboard shortcuts" icon (opens the "Keyboard shortcuts" popup) is displayed at the bottom right.

1.2.10.3. Step 3 - Type

After clicking the "Type" field (picklist), a picklist opens with the values "Urgent" and "Note" to configure the type of the information.

1.2.11. Edit item

The "Edit item" action allows editing of items in Billing modules.

automatisierung_ansicht_editor_aktion_position_bearbeiten.png Edit item popup

The following fields/functions are available in the "Edit item" popup:

Select item type
- Button "Product" → the input mask for editing a product is displayed
- Button "Service" → the input mask for editing a service is displayed
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Frequency * → picklist for when a record should be updated:
  - every time → the record is updated every time the trigger and condition apply
  - once → the record is updated every time the trigger and condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
  - Input field "Duration" and picklist "Time unit" (optional) → input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) respectively before/after the trigger date)
  - Field "Trigger date" * → picklist with date fields as the basis for the delay
    If the field is empty in the record, the action is not executed!
  - Input field "Time" (optional) → entry of an optional time
  - Toggle "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is moved or deleted according to the delay.
  - Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
  - Input field "Every" → input field for the duration of the delay of the selected time unit
  - Picklist "Time unit" → picklist with the time units day(s)/week(s)/month(s)/year(s)
    Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed.
  - Selection field "Weekdays" (optional) → separate weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition onwards for all further executions

*Mandatory field

1.2.11.1. Step 1 - Edit item - Product or service

After clicking the "Product" or "Service" button, the input mask for configuring the item is displayed.

automatisierung_ansicht_editor_aktion_position_bearbeiten_produkt.png Edit item popup - Product selected

automatisierung_ansicht_editor_aktion_position_bearbeiten_dienstleistung.png Edit item popup - Service selected

The following fields/functions are available after selecting a product/service:

Toggle "Reminder fee" → setting for the reminder fee (active/inactive)
Item information
- Button "Add field" → a picklist of all available fields for updating is displayed.
Custom fields
- Button "Add field" → a picklist of all available fields for updating is displayed.
  Custom field values when updating items allow the use of fields from references.

After clicking the "Add field" button, a flyout menu opens with the selection of fields from the selected product or service record that should be edited.

Two action icons are displayed in the row of an added field:

Action icon "Remove field" (icon "Bin") → deletes the field
Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to create more complex field values

1.2.12. Add item

The "Add item" action allows creation of new items in Billing modules.

automatisierung_ansicht_editor_aktion_position_hinzufuegen.png Add item popup

The following fields/functions are available in the "Add item" popup:

Select item type
- Button "Product" → the input mask for configuring a product is displayed
- Button "Service" → the input mask for configuring a service is displayed
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Frequency * → picklist for when a record should be updated:
  - every time → the record is updated every time the trigger and condition apply
  - once → the record is updated every time the trigger and condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
  - Input field "Duration" and picklist "Time unit" (optional) → input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) respectively before/after the trigger date)
  - Field "Trigger date" * → picklist with date fields as the basis for the delay
    If the field is empty in the record, the action is not executed!
  - Input field "Time" (optional) → entry of an optional time
  - Toggle "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is moved or deleted according to the delay.
  - Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
  - Input field "Every" → input field for the duration of the delay of the selected time unit
  - Picklist "Time unit" → picklist with the time units day(s)/week(s)/month(s)/year(s)
    Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed.
  - Selection field "Weekdays" (optional) → separate weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition onwards for all further executions

*Mandatory field

1.2.12.1. Step 1 - Add item - Product or service

After clicking the "Product" or "Service" button, the input mask for configuring the item is displayed.

automatisierung_ansicht_editor_aktion_position_hinzufuegen_produkt.png Add item popup - Product selected

automatisierung_ansicht_editor_aktion_position_hinzufuegen_dienstleistung.png Add item popup - Service selected

The following fields/functions are available after selecting a product/service:

Field Product or Service → After clicking the "Select record" action icon (icon "three dots with lines"), a popup opens for selecting a product or service.
Toggle "Reminder fee" → setting for the reminder fee (active/inactive)

1.2.12.2. Step 2 - Add item - Item information

After selecting a product/service, further configuration fields are displayed:

Product/service name * → The product/service name is taken from the selected record and can be changed manually if required.
Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to create more complex field values.
Description → The description of the product/service is taken (formatted) from the selected record and can be changed manually if required.
Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to create more complex field values.
List price → The list price (net) is taken from the selected record and can be changed manually if required.
Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to create more complex field values.
Quantity → The quantity * is taken from the selected record and can be changed manually if required.
Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to create more complex field values.
Item group * → picklist with all configured item groups

*Mandatory field

1.2.12.3. Step 3 - Add item - Custom fields (optional)

After clicking the "Add field" button, a flyout menu opens with the selection of fields from the selected product or service record that can additionally be added to the item being added.

Two action icons are displayed in the row of an added field:

Action icon "Remove field" (icon "Bin") → deletes the field
Action icon "Configure workspace" (icon "Puzzle") → shows the Set value popup to create more complex field values

Custom field values when creating items allow the use of fields from references.

1.2.13. Create/update ticket

The "Create/update ticket" action updates tickets based on record numbers or creates new ones if not found, with optional creation of the sender.

This action searches the email for occurrences of record numbers of the Tickets module. If an existing record is identified, an external comment is created for it. If no record is found, a new one is created. If multiple records are identified through multiple numbers, all are updated.

automatisierung_ansicht_editor_aktion_ticket_erstellen_aktualisieren.png Create/update ticket popup

Responsible for created records * → selection of the responsible user/group
Organization for created records * → selection of the Organization for the created records
Search content in addition to subject → toggle to configure whether the content should be searched in addition to the subject.
Create missing senders as contact → If no matching sender is identified for the record and this option is inactive, no ticket is created.
Use blacklist from email account → toggle to configure whether the blacklist from the email account should be used.
Link attachments as documents → toggle to configure whether attachments should be created and linked as documents.
Note: Parallel tasks of type "Attachments as document" can create duplicates.
Directory * → selection of the directory in which the record is saved
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)

*Mandatory field

After clicking the "Save" button in the "Create/update ticket" popup, the action is saved and displayed in the editor.

1.2.14. Default interest

The "Default interest" action inserts an item to cover default interest.

automatisierung_ansicht_editor_aktion_verzugszinsen.png Default interest popup

The following fields/functions are available in the "Default interest" popup:

Select reference product
- Button "Product" → the input mask for configuring a product is displayed
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
  - Input field "Duration" and picklist "Time unit" (optional) → input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) respectively before/after the trigger date)
  - Field "Trigger date" * → picklist with date fields as the basis for the delay
    If the field is empty in the record, the action is not executed!
  - Input field "Time" (optional) → entry of an optional time
  - Toggle "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is moved or deleted according to the delay.
  - Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday

*Mandatory field

1.2.14.1. Step 1 - Default interest - Reference product

After selecting a product, further configuration fields are displayed:

Base interest rate → numeric input field for specifying the base interest rate
Taxation type → picklist of the taxation type with the picklist values:
- Accrual-based taxation
- Cash-based taxation
Type of transaction → picklist of the type of transaction with the picklist values:
- Consumer transaction (5%)
- Commercial transaction (9%)
- Custom → After selecting the picklist value "Custom", a further field is displayed:
  - Custom default interest rate → numeric input field for specifying a freely definable default interest rate

automatisierung_ansicht_editor_aktion_verzugszinsen_nach_auswahl_produkt.png Default interest popup - Reference product selected

1.2.15. Contract update

The "Contract update" action updates the items of a contract, based on a sales order.

The action supports two approaches: If the sales order originates from an upgrade deal (contract action "Create upgrade deal" → Deal → Sales Order), the associated existing items are updated. If the deal is not generated from the contract and only one contract is linked, the items are created as new items. Both approaches can be mixed. Which item is which case is already determined at the sales order via the sales order marker "Linked item".

If an item has a value in the "Bill from" field, the item is written directly into the contract (immediately visible) and only billed from this date onwards – no scheduled action is created.

Optionally, only the items booked via the digital signature process can be taken over.

Recommended trigger

For the "Contract update" action, Record created (module: Sales Orders) is recommended as the trigger. The action should apply as soon as a sales order is newly created – not with every subsequent change of the record.

automatisierung_ansicht_editor_aktion_vertragsaktualisierung.png Contract update popup

The following fields/functions are available in the "Contract update" popup:

Contract reference → picklist with the pre-set value "Contract"
Restrict item groups → picklist (multiple selection possible) of the existing item groups
General
- Name → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
  - Input field "Duration" and picklist "Time unit" (optional) → input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) respectively before/after the trigger date)
  - Field "Trigger date" * → picklist with date fields as the basis for the delay
    If the field is empty in the record, the action is not executed!
  - Input field "Time" (optional) → entry of an optional time
  - Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday

*Mandatory field

1.2.16. Call webhook

The "Call webhook" action allows transfer of fields, items or relations of a record to a webhook via POST or GET call.

automatisierung_ansicht_editor_aktion_webhook_aufrufen.png Call webhook popup

automatisierung_ansicht_editor_aktion_webhook_aufrufen_text_hinzufuegen.png Call webhook popup - Add text

automatisierung_ansicht_editor_aktion_webhook_aufrufen_feld_hinzufuegen.png Call webhook popup - Add field

The following fields/functions are available in the "Call webhook" popup:

Webhook URL * → entry of the webhook URL
Method → picklist of the method (POST or GET)
Button "Add text" (optional) → entry of the text parameters
- Name → name of the text parameter
- Value → value of the text parameter
Button "Add field" (optional) → picklist of modules/module fields
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Execute as * → picklist for which user (logged-in user or username) the action is executed with
- Frequency * → picklist for when a notification should be sent:
  - every time → the notification is sent every time the trigger and condition apply
  - once → the notification is sent only once per record when the trigger and condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
  - Input field "Duration" and picklist "Time unit" (optional) → input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) respectively before/after the trigger date)
  - Field "Trigger date" * → picklist with date fields as the basis for the delay
    Note: If the field is empty in the record, the action is not executed!
  - Input field "Time" (optional) → entry of an optional time
  - Toggle "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is moved or deleted according to the delay.
  - Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday
- Repetition (only available if the value "every time" was selected in the "Frequency" field) → After clicking the "Configure repetition" button, a popup opens with the following fields:
  - Input field "Every" → input field for the duration of the delay of the selected time unit
  - Picklist "Time unit" → picklist with the time units day(s)/week(s)/month(s)/year(s)
    Repeated actions are stopped as soon as the conditions no longer apply at the time the trigger is executed.
  - Selection field "Weekdays" (optional) → separate weekday restriction for the repetition, independent of the weekdays selected for the delay; applies from the first repetition onwards for all further executions

*Mandatory field

1.2.17. Item-based calculations

The "Item-based calculations" action allows the calculation of values based on items and writes these into a main field of the record. Supports filtering by conditions.

automatisierung_ansicht_editor_aktion_erhebungen_auf_positionsbasis.png Item-based calculation popup

automatisierung_ansicht_editor_aktion_erhebungen_auf_positionsbasis_berechnung_hinzufuegen.png Item-based calculation popup - Calculation

The following fields/functions are available in the "Item-based calculations" popup:

Button "Add calculation" → shows a row with input fields
- Source field from item * → picklist with fields from items for the source field
- Calculation type → picklist for the calculation type (sum, average, minimum and maximum)
- Target field in record * → picklist of fields of the module for the target field
  Note: Each item-based calculation requires its own trigger together with an associated condition and action. It is not possible to bundle multiple item-based calculations behind a single trigger.
  Example: If the total quantities of two different product categories are to be calculated separately in a sales order and written into a separate field each, two complete automation branches are required for this – each consisting of a trigger, a condition to filter the product category and the action "Item-based calculations".
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Execute as * → picklist for which user (logged-in user or username) the action is executed with
- Frequency * → picklist for when a notification should be sent:
  - every time → the notification is sent every time the trigger and condition apply
  - once → the notification is sent only once per record when the trigger and condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
  - Input field "Duration" and picklist "Time unit" (optional) → input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) respectively before/after the trigger date)
  - Field "Trigger date" * → picklist with date fields as the basis for the delay
    If the field is empty in the record, the action is not executed!
  - Input field "Time" (optional) → entry of an optional time
  - Toggle "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is moved or deleted according to the delay.
  - Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday

*Mandatory field

1.2.18. Update relations

The "Update relations" action updates the relations of the triggering record. The relations to be updated can be restricted by conditions.

automatisierung_ansicht_editor_aktion_relationen_aktualisieren.png Update relations popup

The following fields/functions are available in the "Update relations" popup:

Object type * → picklist of the object type (module)
Button "Add field" → shows a row with input fields (fields are only displayed after selecting the object type). The fields are grouped by module in the selection.
For the input fields, the Configure workspace action icon (icon "Puzzle") is available.
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Execute as * → picklist for which user (logged-in user or username) the action is executed with
- Frequency * → picklist for when a notification should be sent:
  - every time → the notification is sent every time the trigger and condition apply
  - once → the notification is sent only once per record when the trigger and condition apply
- Delay → after clicking the "Configure delay" button, a popup opens with the following fields:
  - Input field "Duration" and picklist "Time unit" (optional) → input field for the duration of the delay of the selected time unit (x minute(s)/hour(s)/day(s)/week(s)/month(s)/year(s) respectively before/after the trigger date)
  - Field "Trigger date" * → picklist with date fields as the basis for the delay
    If the field is empty in the record, the action is not executed!
  - Input field "Time" (optional) → entry of an optional time
  - Toggle "Check on every run" → If this setting is active, the conditions are checked on every run of this automation, and the task is moved or deleted according to the delay.
  - Selection field "Weekdays" (optional) → restricts the delay to certain weekdays; the calculated date is moved to the next selected weekday

*Mandatory field

1.2.19. Request payment mandate

The "Request payment mandate" action requests a mandate via the configured payment provider.

Note

This action is available exclusively for the "Record created" trigger in combination with the Contracts module (only CRM version brainX APP) and is only available if a payment provider is configured and activated for the respective organization.

The following fields/functions are available in the "Request payment mandate" popup:

General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)

*Mandatory field

After clicking the Save button in the "Request payment mandate" popup, the action is saved and displayed in the editor.

1.2.20. Payment collection

The "Payment collection" action triggers a payment collection via the configured payment provider (only CRM version brainX APP).

Note

This action is available exclusively for the "Record created" trigger in combination with the Invoices module. The action is only executed if the following prerequisites are met:

A payment provider is configured and activated for the respective organization.
The invoice originates from a contract for which a valid mandate exists.

The action requires no further configuration other than the assignment of a name.

The following fields/functions are available in the "Payment collection" popup:

General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)

*Mandatory field

After clicking the "Save" button in the "Payment collection" popup, the action is saved and displayed in the editor.

1.2.21. Send SMS

The "Send SMS" action sends personalised SMS.

Send SMS popup

The following fields/functions are available in the "Send notifications" popup:

SMS
- Source field for phone number * → selection of the field to which an SMS should be sent (phone, mobile phone, fax etc.)
- Message → input field for the content of the SMS
  Note: Placeholders (icon "Puzzle") can be inserted.
General
- Name * → entry of an individual name for the action
- Description → brief description of the action (optional)
Execution
- Execute as * → picklist for which user (logged-in user or username) the action is executed with
  Note: The "Connect" integration must be configured for the executing user.
- Frequency * → picklist for when an SMS should be sent:
  - every time → the SMS is sent every time the trigger and condition apply
  - once → the SMS is sent only once per record when the trigger and condition apply

*Mandatory field

1.2.22. Convert lead

The "Convert lead" action automatically converts a lead.

automatisierung_ansicht_editor_aktion_lead_umwandeln.png Convert lead popup

The action offers the same range of functions as the manual conversion of a lead: Organization and Partner, Contact as well as optionally Deal, Appointment, Task and Note are created; in addition, comments, tags, Website Visits and note widgets of the lead are transferred.

If a record with exactly the same name already exists (e.g. an organization with the same name), this is used instead of creating a new record.

The fields of the records generated during conversion can be populated in two ways:

with a fixed value
via a custom field value that is calculated from the fields of the lead

1.2.23. Change multiple items

The "Change multiple items" action updates multiple items of a record in a single save operation.

automatisierung_ansicht_editor_aktion_mehrere_positionen_aendern.png Change multiple items popup

automatisierung_ansicht_editor_aktion_mehrere_positionen_aendern_produkt.png Change multiple items popup - Example change product

In contrast to the "Edit item" action, this action is started by record triggers and therefore no longer requires an item trigger.

The following configuration options are available:

Items to change → determines whether all items of the record are changed or only those that match the linked conditions
Item type → only items that match the configured item type are considered (product or service)
In Blockly formulas, the fields of the currently processed item are available, so that each item can receive its own value.

Note

The "Reminder fee" option (see section Edit item) is not available for this action, as it would otherwise be applied simultaneously to all changed items.

1.3. Delete action

By marking an action (by clicking it, the border is displayed thickly) and pressing the "Delete key", an action can be deleted again in the automation editor.

Warning

If an already configured action is connected to other configured nodes, it will be deleted without any further prompt!

2. Practical examples

1 – Update record: Set status automatically after PDF export

After exporting a quote as a PDF, the status of the deal should automatically be set to sent. Record exported for the Deals module is selected as the trigger. Update record is configured as the action: The Status field is added and the value sent is entered statically.

2 – Send email: Send order confirmation automatically

As soon as a sales order is created, the customer should automatically receive an order confirmation by email. Send email is selected as the action. In the To field, the email field of the linked organization is entered. The prepared email template Order confirmation is selected as the template. In the Attachment field, the associated PDF template for the sales order is attached. The frequency is set to once so that only one email is sent per sales order.

3 – Create record: Generate invoice automatically after order creation

When a new sales order is saved and the field Project instalments has the value no, a total invoice should be created automatically. Create record with the object type Invoices is configured as the action. The reference field links the new invoice with the triggering sales order. The Due date field is populated via the workspace (Set value) with the value "current date + 14 days".

4 – Send notification with delay: Reminder before contract expiry

30 days before a contract expires, the responsible user should receive a notification. Send notification with a delay of 30 days before the Contract end field is configured as the action. The frequency is set to once. The Check on every run toggle is activated so that the notification is cancelled if the contract has been renewed in the meantime.

5 – Display information: Note when opening an overdue record

When a record in the Invoices module is opened and the due date is in the past, a yellow warning note should be displayed to the user. Record opened serves as the trigger. Display information with type Note and variant Warning (yellow) is configured as the action. The subject contains a placeholder with the invoice number.

3. Frequently asked questions

Why can't I configure an action?

An action can only be configured if it is connected to an already configured trigger or an already configured condition. Without this connection, the configuration remains locked.

What is the difference between the frequency "every time" and "once"?

With every time, the action is executed each time the trigger and condition apply. With once, the action is executed only once per record – even if the trigger applies again afterwards. For one-time notifications or emails, once is recommended.

What happens if the configured trigger date of a delay is empty?

If the date field configured for the delay is empty in the record, the action is not executed. No error appears – the action is silently skipped.

Can I set multiple fields in a single "Update record" action?

Yes. Any number of fields can be configured in a single action via the Add field button. All configured fields are updated simultaneously when the action is triggered.

When should I use "Update record" instead of "Create record"?

Update record changes existing fields in the triggering or linked record. Create record creates a completely new record in another module. If a sales order is to be created after a quote is accepted, Create record is the right choice; if only the status of the existing deal is to be changed, Update record is sufficient.

How do I avoid an email being sent multiple times?

Set the frequency of the Send email action to once. This means the email is sent only once per record, even if the trigger applies again afterwards – e.g. because the record is saved again.