Your CRM enables seamless email automation through status triggers, custom properties, and email templates.

By configuring these elements in tandem, you can automatically send targeted and personalized emails based on a lead’s status and attributes.

This guide will walk you through the process of setting up status triggers, dynamically selecting email templates via custom lead properties, and customizing branding to achieve the desired automation.

Automating Emails Based on Lead Status

The CRM allows you to automate email communication by triggering emails based on a lead’s status state. You can configure an email to be sent automatically after a lead remains in a particular status for a set duration or when it transitions to a new status.

This automation is managed through status triggers, which send a predefined email template to the lead once activated.

The email templates typically includes placeholders, ensuring each message is personalized for the recipient.

For more details, refer to our articles on Status Triggers and Email Templates. 

Dynamic Email Selection Based on Custom Properties

Beyond basic automation, you can further refine the process by dynamically selecting email templates based on custom properties assigned to the lead.

Example: Sending a Welcome Email for a New Partner

Imagine you have a status state called "New Partner Deal". When a lead moves into this status, you want to automatically send a welcome email to the partner.

To accomplish this create a status trigger that sends the "Welcome Partner" email template when a lead transitions to the "New Partner Deal" status.

Below is an example of how the status trigger is configured:

Customizing Emails Based on Lead Properties

You can now take this automation further by sending different email templates based on the partner’s location. For example:

• U.S. Partners receive a "U.S. Partner Email" template.
• Canadian Partners receive a "Canada Partner Email" template.

This customization is achieved by selecting the appropriate value in the custom property called "Country" on the lead page.

How It Works:

To implement the described scenario, we will add alternate email templates to our status trigger, and select the custom property values that trigger them:

With the above set up, the following happens:

1. If the "Country" property is set to "U.S.", the "U.S. Partner Email" is sent instead of the default "Welcome Partner" template.
2. If the "Country" property is set to "Canada", the "Canada Partner Email" is sent.

Automating Follow-Up Emails

Your CRM also allows you to schedule follow-up emails after the initial email is sent.

To enable this:

1. Select the "Enable Threaded Follow-Up" checkbox.
2. Define the time delay for each follow-up email.
3. Choose the appropriate follow-up email template.

Repeat the process to add multiple follow-up emails as needed.

Email Branding Options

The Custom Property feature also enables branding customization for outgoing emails. This means that when a status trigger is activated based on a custom property, the email can be sent from a specific sender and include a unique logo.

Setting Up Email Branding:

1. Click the branding icon next to the custom property value.
2. In the popup window, enter:
   • Sender’s name
   • Sender’s email
   • (Optional) Upload a logo
3. Repeat for each custom property value that requires specific branding.
4. Update the email templates to include placeholders for the sender’s name, email, and logo.
5. Update the status trigger to use the sender defined in the custom property's branding options instead of the default sender:

Putting It All Together: Sales Rep Experience

Here’s how the entire process works from a sales representative's perspective:

1. The sales rep selects "U.S." in the "Country" custom property and moves the lead to "New Partner Deal" status.
2. The status trigger is then activated, sending the "U.S. Partner Email" to the lead’s Contact Email.
3. The email is sent from the sender configured for the "U.S." custom property value, displaying the appropriate name, email, and logo.

By leveraging status triggers, dynamic templates, and branding options, your CRM ensures a seamless and personalized email automation experience.