Rollup Automations

Table of Contents

Rollup List automation plans are triggered based on the Rollup Stage selected for a record on a rollup list. These plans allow you to send emails automatically, send form letters, schedule items, and much more. If you have not configured your Rollup Stages yet, click here to learn more.

Configuring Rollup Automation Plans #

Rollup Automation plans can only be created from a rollup list that is not using Global Rollup Stages.Ā  By default, every PCR database has a rollup named ‘Automation Setup’.Ā  If you do not have an ā€œAutomation Setupā€ rollup list, look for a rollup list where the Global Stage column is empty.

  1. Click on the Rollups tab on the main toolbar to bring up the list of rollups.
  2. Every rollup list can contain Names, Companies, and Positions. Each record type is stored in a separate area of the list. Click on the number under the record type of any rollup list to access the records.
  3. Choose the Configure icon (gear) from the Action menu at the top right of the upper frame and a Configure Rollup List window will pop up.
  4. Select the Automation Charm
  5. Click Add to get a pop up Add Automation Plan window
  6. Enter a Plan Name for you automation
  7. Select Warn before running automation plan if you wish to receive a popup warning before this automation plan takes place, you would get a chance to cancel the automation plan. 
  8. Choose the type of action you would like to take place and fill out the appropriate fields. Note that not all actions listed below may exist in your particular configuration.
    • Add to Rollup(s) – Allows you to add a record to up to 3 specified rollup lists
    • Append To Notes – Adds a note to the record
    • Change Candidate Status – Allows you to change the Predefined: Status field for a name record
    • Send Form Letter – Allows sending of personalized email form letters
    • PCR Notification – Allows sending of internal PCR notifications
    • Send Profile Link – Sends a profile to be filled out by record
    • Send Push Notification – Allows sending an external push notification to the PCR Mobile app.
    • Remove From Rollup(s) – Allows you to remove a record from up to 3 specified rollup lists.
    • Schedule Item – Places an event on your schedule after a specified delay, Ex. 3 days after event
    • Send Email – Allows you to send a non personalized email.
    • Send SMS – Allows you to send a text message (requires a phone integration)
    • Write Activity – Writes an activity, this is great if you would like a secondary activity written when choosing the stage
    • Write Detail – This will auto populate a selected custom field with a specific value
    • Change Pipeline Status – This feature is not supported with Rollup Automations.
    • Append To Keywords – Adds a keyword to the record
  9. Click the Checkbox box next to each type of action, any action that is checked will run when the automation plan is triggered. 
  10. Click Save

Adding Your Rollup Automation Plan #

  1. Click on the Rollup tab on the main toolbar to bring up the list of rollups.
  2. Every rollup list can contain Names, Companies, and Positions. Each record type is stored in a separate area of the list. Click on the number under the record type of any rollup list to access the records.
  3. Choose the Configure icon from the dropdown list in the active frame and a Configure Rollup List window will pop up.
  4. Click Stage Setup
  5. Locate the stage you wish to have trigger the automation
  6. In the Write Activity column, select Automation Plan
  7. Use the selector icon in Automation Plan column to select your desired plan
  8. Click Save

*Note: Each of the automation plan action types can be scheduled with a delay instead of being triggered instantaneously when the appropriate rollup stage is set. Learn more about scheduled automation here.