Rules that run on their own

A rule does something on its own that is not a message: gives someone a task, sets a field (for example marks an old quote stale), or sends one of your notifications. Rules work on leads, quotes, orders and cases.

Steps

1. Open Settings, System, All rules and press New rule.
2. Give it a Name and, under About, pick what it is about: leads, quotes, orders or issues.
3. Under When, pick A new one comes in, The status changes (to a status, or To anything), or Some days before or after a date.
4. Under Only if, add conditions if it should run only for some records.
5. Under Then, pick Give someone a task (choose who, for example Whoever owns the record), Set a field, or Send a notification.
6. Choose the timing: right away, some hours later or some days later at a time of day.
7. Save it and switch it on. The rule says what it will do before you switch it on.

Good to know

• Switching a rule on reaches only moments from then on, never ones already past.
• A rule that waits checks its conditions again when its time comes. A status rule runs only if the record is still in that status.
• Switching a rule off drops whatever it had waiting.
• Timed rules are checked every 15 minutes.
• Recent runs on the rule shows what it has done.
• A notification's own timing lives on its card, not here: see The notification center.

If something goes wrong

• You cannot find Rules. It is for admins, and Simple mode hides it. See Simple mode.
• A rule did not run. Open it and read Recent runs. A condition that no longer matched, or a record that left the status, stops it on purpose.
• Its notification sent nothing. The notification itself must be switched on, and client messaging must be on for clients.