Pipeline rules: automate what happens to deals
Rules do the routine work of a pipeline: when something happens to a deal, check a few conditions, then send a message, create a task, move the deal and more.
Who can use this
OwnerCompany adminRequirements
None beyond the role
A rule does routine work in a pipeline for you. It reads like a sentence: when something happens, if the deal matches, then do these steps. For example: When a deal enters Proposal sent and the country is one of Germany, Austria, Switzerland, then wait 3 days and create a follow-up task for the owner. Owner and Company admin set rules up per pipeline.
Open Company admin → Sales & integrations → Pipelines, open the pipeline's card and select the Automations tab. Rules are listed under General (the whole pipeline) and under each stage. A stage with rules shows ⚡ 2 rules on the Stages tab; select it to jump to them.
Add a rule
- Select + New rule, or + Add rule under a stage.
- Rule for: a new rule is fixed to the tab you started from: the stage you have open, or General (whole pipeline) on the ★ General tab. Stage rules stop when the deal leaves the stage. To move an existing rule to another stage, open it and select Change next to Rule for.
- 1 · WHEN: choose what starts the rule (see the table below).
- 2 · IF (optional): add conditions, for example Country is one of Germany, Austria. Choose All conditions or Any condition. Without conditions the rule always runs.
- 3 · THEN: add up to 8 steps with + Add action, and up to 3 pauses with + Wait (1 to 365 days). Use the arrows to change the order.
- Tick Only once per deal if the rule should never run twice for the same deal. With a wait, you can tick Stop when the customer replies.
- Check the In short: line, which repeats the rule in one sentence, and select Save rule.
Use the switch on a rule to turn it on or off. A rule name is optional; without one, Dromix shows the rule in short.
What can start a rule
| WHEN | Notes |
|---|---|
| Deal enters this stage | Whoever moves the deal, also from the board. Deals already in the stage are not affected. |
| Deal stays in this stage for… | After the number of days you set. Counted only from when the rule is turned on. |
| No reply from the customer for… | Counts only the deal's own email thread or chat, not other conversations with the customer. |
| Customer replies | A reply in the deal's email thread or chat. |
| Lead created | For new leads, before they become deals. Leads without a pipeline use the default pipeline's rules. Only lead actions are available, and Brand can be used as a condition. |
| Deal field changes | Amount, owner, close date or a custom deal field. |
| All required documents received | Every required document of the pipeline's Documents tab is uploaded on the customer's upload page. Can start again after you ask for a re-upload. |
| Meeting booked, Proposal accepted, Customer asks for changes, Contract signed, Deal won, Deal lost | General rules. |
Conditions can use the brand (only for Lead created), source, country, amount, owner, tags, lost reason, meeting booked, proposal and contract status, requested discount and your custom deal fields. is one of and is not one of take several values.
Actions are grouped: Customer (send email, send chat message), Team (create task, notify, assign owner; several people share deals in turn), Deal (move to stage, update field, add tag, mark as customer, request discount approval or onboarding) and Documents (prepare proposal, contract or invoice, remind to sign). Call webhook sends the deal to one of the webhooks set up in Admin → Webhooks.
A rule never starts another rule. If a rule moves a deal, the rules of the new stage still run, as when a person moves it.
Rules from templates
Add from templates lists Dromix's ready rules for the 7-step sales flow, for example Booking link email, Proposal follow-up, Signed contract → Won and Try again after 6 months. Each shows whether it is already added and which sales step it needs. Tick the ones you want and select Add rules. You can change them like any other rule. See Sales flow and booking. The list shows the rules of the template the pipeline started from. The Education template has its own rules for the application documents.
Messages and which address sends them
The emails and chat messages that rules send are on the pipeline's Messages tab. Select + Email or + Chat message, give it a name, and write the text. {name}, {company}, {owner}, {phone} and {email} are filled in from the deal. A rule picks a message by its name, and the list shows how many rules use each message. A message that rules use cannot be deleted.
| Channel | Rule |
|---|---|
| Sent from the pipeline's sending inbox and signed with the deal owner's email signature, so leave out a sign-off. A deal without an owner is signed with the brand's name, or your company name for company pipelines. If the pipeline has no sending inbox, the email is skipped. | |
| Sent as text within 24 hours of the customer's last message. After that Dromix sends the approved template you chose for the message, or skips it. | |
| Instagram, Facebook | Sent only while the reply window is open. |
Email goes out from the sending inbox of the deal's pipeline: the pipeline's own inbox if one is set, otherwise the inbox of the pipeline's brand, otherwise (for company pipelines) the company main inbox. See Sending inbox. The top of the Messages tab shows the address, for example Elite <hello@elite.com>.
- No inbox linked: the email is skipped and the deal's timeline says why. Dromix does not send it from a system address instead.
- Test mode: rules run, but emails and chat messages to customers are held until the pipeline goes live.
Customer replies land in the same team inbox. Dromix also files the reply on the deal's timeline, even when the deal is won or the customer has other open deals, when the reply comes from the address the email went to, keeps the subject and arrives within 90 days.
See what rules did
Select ⋯ → Activity on a rule (or the number of runs) to open Rule activity: each run with the deal, the steps done, and whether it is Done, Waiting, Stopped, Failed or Skipped, with the reason, for example the deal left the stage or the contact has no email address. History is kept for 90 days. Emails and messages sent by rules are also written to the deal's timeline.