Create Automation in the Rules Engine

Article author
Matthew Charles
  • Updated

Overview

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.

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Create a Rule

Launch Apollo and click Settings.

Settings

Click Rules Engine in the "Configurations" section.

Rules Engine

Click + New Rule.

New Rule

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Rule Details

Give your Rule a name and an optional description.

Rules Name

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.

Rule For

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.

Rule Type

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Triggered Rules

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.

Yes

Click Yes to confirm your decision.

Yes

Click the Triggers accordion to expand the section and then click Add Trigger.

Yes

Click the Select Trigger drop-down and select the Trigger you want to add.

Yes

You can select multiple Triggers for your rule.

Yes

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Filters

Expand the Filters accordion.

Filters

Click + Add Filter to show the complete list of filter options.

Add Filter

 
No Filters

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.

Filter List

 
Filters in Apollo

For more on Filters, see the "Common Filters" article.

As you add filters, the Filter Summary populates the contact list.

Filter Summary

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Actions

Expand the Actions accordion.

Actions

Click + Add Step to access the Actions drop-down.

Add Step

Click the Select Action... drop-down.

Select Action

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.

Action Options

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Schedule

Expand the Schedule accordion.

Schedule

Define the Qualification Rules for your Rule. Qualification Rules determine how many times a record can run through a Rule action.

Qualification Rules

 
You've Got Options

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.

Schedule Recurrence

For the First run on: field, define when you want the Rule to run for the first time.

First Run On

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).

Repeat Every

Fill in the parameters for the Limit: field to limit the number of contacts your Rule uses each time it runs.

Limit

Use the End on: field to add a firm end date for your Rule.

End On

Click Save Changes when you have finished configuring your Rule.

Save Changes

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