Creating an Automation Task

Modified on: 2014-11-05 09:42:41 -0600

An Automation Task is a group of rules that are used to set off a Workflow.  The following video will show you how to create an Automation Task using SharpSpring. However, if you prefer, a written step-by-step guide is available below the video for your convenience. ​

Step-by-Step Guide to Create an Automation Task 

For demonstration purposes, the following automation task will be an example of setting up an email drip campaign. We will start by creating a workflow.

Step 1:Click on the green “New” button located in the top right corner SharpSpring.

Step 2:Select "Workflow" in the drop down menu.

Step 3: Name the Workflow.

Step 4: Click on the blue “Add Workflow" button.

(Note: In the first drop down menu, you need to pick the length of time after the trigger has occurred to send the notification. You can have the notification sent immediately after the trigger or up to 12 months later)

Step 5:In the next drop down menu, choose "send the notification to" and then choose the name of the person in the 3rd drop down menu.

Step 6:Then choose whether you want to send the notification by email or text message.Select "email" in the drop down menu.

Step 7: Click on the blue “Add Action" button.

Step 7:Once again click on the drop down menu to the left and select a time when you would like to send the email. Select a time other than immediately

Step 8:Click on the "send the notification to" drop down menu and select "send the email to" in the menu.

Step 9:The other actions you can take are listed in the drop down menu in the following screenshot.

Step 10:Click on the blue "Add Action" button.

Step 11:Click on the green “Save Changes” button.

Creating the Trigger

Now you can create the trigger that will set the whole automation in motion.

Step 1:Click on the green “New” button in the upper right corner of the app.

Step 2:Select “Task" in the drop down menu.

Step 3:Name the task.

Step 4:Click on the blue "Add Task" button.

Step 5:Select “when any" or "when all" in the first drop down menu. This means that the trigger will be deployed when any of the following conditions are met or when all of the following conditions are met.

Step 6:Click on the "Add the Trigger” drop down menu and select "Add the Trigger."

Step 7:In the next drop down menu to the right, select “Fills Out the Form” (this is the default selection) and enter the subsequent form name. Every form that you have created should be listed in the drop-down menu.

Step 8:Click on the gray “Add Rule" button.

Step 9:The other triggers you can deploy are displayed in the drop down menu shown in the following screenshot.

Step 10:Enter the name of the workflow you created “Tutorial Example.” This means that once the visitor fills out the "gre" form (the trigger), the notification in the workflow will be sent to the lead owner.

Step 11: Click on the green “Save Changes" button. If you want to apply this automation rule to existing leads in your database, click the little box next to “Apply workflows to any existing leads that fit criteria."

You should now have a better understanding of how to create an automation task using SharpSpring. As always, if you have any questions or concerns you can send an email to

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