The Rules Engine helps you automate actions in Apollo that would otherwise require manual input. The automated steps include the option to add or remove contacts from sequences and lists and the ability to automatically schedule tasks for your reps.
Follow the steps in the sections below to learn how to create and configure rules in Apollo.
Create a Rule
Launch Apollo and click Settings.
Click Rules Engine in the "Configurations" section.
Click + New Rule.
Give your Rule a name and an optional description.
Under "Rule for," decide whether your Ruleset should apply to People or Companies. This decision determines which filter options are available for the rest of your setup.
Under "Rule Type," click Batch or Triggered. A Batch rule type occurs on a set schedule, whereas a Triggered rule type automatically occurs after specific events happen.
Follow the steps below if you would like to create a Triggered rule. Otherwise, skip this section and proceed to the "Filters" section below.
Click Triggered to create a Triggered rule type.
Click Yes to confirm your decision.
Click the Triggers accordion to expand the section and then click Add Trigger.
Click the Select Trigger drop-down and select the Trigger you want to add.
You can select multiple Triggers for your rule.
Expand the Filters accordion.
Click + Add Filter to show the complete list of filter options.
Please note, if you do not apply any filters, your Rule applies to all Contacts or Accounts.
Select the filters you want to apply to your Ruleset.
For more on Filters, see the "Common Filters" article.
As you add filters, the Filter Summary populates the contact list.
Expand the Actions accordion.
Click + Add Step to access the Actions drop-down.
Click the Select Action... drop-down.
The Action you select determines which follow-up options Apollo provides. For example, the Create Contact Task action provides you with the fields pictured below.
Expand the Schedule accordion.
Define the Qualification Rules for your Rule. Qualification Rules determine how many times a record can run through a Rule action.
Timing for qualification rules comes in 3 delicious flavors: only once, once every, and every time. The only once setting limits a contact to run through a rule one time. The once every setting allows a contact to run through the rule when it meets the criteria for the filters at a time interval you specify. The every time setting allows a contact to run through a rule every time it meets the criteria for the filters.
Next, define the Schedule Recurrence. Use the Schedule drop-down to make your rule reoccur daily, weekly, monthly, or non-recurring.
For the First run on: field, define when you want the Rule to run for the first time.
With the Repeat every: field, define how often your Rule repeats. You can choose either every weekday (Monday-Friday) or add a manual timeframe (for example, every 2 days).
Fill in the parameters for the Limit: field to limit the number of contacts your Rule uses each time it runs.
Use the End on: field to add a firm end date for your Rule.
Click Save Changes when you have finished configuring your Rule.