When a Client is assigned a Form
When a Client is assigned a Form runs when a form is assigned to a client, for example from the client record or by another rule. Use it to send the form link on WhatsApp or by email and to remind the client later.
Conditions
Conditions are optional. Click Add Condition, then pick a Field, an Operator and a value. Choose All (AND) or Any (OR) under Condition Type to decide whether every condition or just one must match.
| Condition | Operators | Values |
|---|---|---|
| Client Tags | includes any, does not include all, is part of all, is part of any, is not part of all | Your client tags |
| Contact Group | is part of all, is part of any, is not part of all | Your contact groups |
| Form Template | is part of all, is part of any, is not part of all | Your form templates |
| Contact Tags | includes any, does not include all, is part of all, is part of any, is not part of all | Your contact tags |
| Contact Stage | equals, not equals | Subscriber, Lead, Engaged, Marketing qualified lead (MQL), Sales qualified lead (SQL), Opportunity, Follow-up Required, Customer, Evangelist, Other, Lost, Inactive |
| Client Receives Updates On | is part of all, is part of any, is not part of all | WhatsApp, Telegram, SMS, Email, Not set |
Actions
Click Add Action and choose from Select Action. Actions run in order; use the arrows to reorder them. To delay an action, click Add wait time (or Add wait & Schedule time on template and email actions). Wait times count from the trigger event, not from the previous action.
Every action on this trigger can wait minutes to months.
| Action | What it does |
|---|---|
| Send Email | Sends an email to the client, team members or a custom list. Marketing emails need CRM Suite; Transactional emails do not. |
| Notify Staff via WhatsApp | Sends a WhatsApp template message to the team members you choose. |
| Send a WhatsApp Template Message | Sends an approved WhatsApp template. Works outside the 24-hour session, so use it for reminders, follow-ups and anything sent later. |
| Send Customer Satisfaction Survey (CSAT) | Sends a customer satisfaction (CSAT) survey. |
| Add the Contact to Group | Adds the contact to a contact group, which you can check in later conditions. |
| Remove the Contact from Group | Removes the contact from a contact group, for example so a rule does not run twice. |
| Add Client Tags | Adds tags to the client record. |
| Remove Client Tags | Removes tags from the client record. |
| Add Contact Tags | Adds tags to the contact. |
| Remove Contact Tags | Removes tags from the contact. |
| Update Contact Stage | Moves the contact to a stage, such as Lead or Customer. |
| Mark the Form as Sent | Marks the assigned form as sent. |
| Add Text Client Notes | Adds a text note to the client record. |
| Add Document Client Notes | Attaches a document to the client record as a note. |
| Add or Update Client Custom Attributes | Adds or updates custom fields on the client record. |
| Send Telegram Text Message | Sends a Telegram text reply. |
| Send Telegram Template Message | Sends a Telegram message with buttons. |
| Send Telegram Media | Sends an image, video or file on Telegram. |
| Send Telegram Audio | Sends an audio message on Telegram. |
| Send SMS | Sends an SMS through your SMS provider (Integrations > SMS). In an SMS conversation it goes to that contact, otherwise to the client's phone number. Skipped when no provider is connected, the client has no phone number or the number opted out (STOP). |
Example
Send a consent form when it is assigned
- Create a rule with the When a Client is assigned a Form trigger.
- Add the condition Form Template is part of any "Consent form".
- Add the action Send a WhatsApp Template Message with a template that includes the form link variable.
- Add Mark the Form as Sent.
Good to know
- Add Mark the Form as Sent after your send action so the form shows as sent on the client record.
- Besides WhatsApp templates and email, client rules can reach the client on Telegram (Send Telegram Text Message, Send Telegram Template Message, Send Telegram Media, Send Telegram Audio) and by SMS (Send SMS). Telegram goes to the chat linked to the client, or the chat whose shared phone number is the client's; SMS goes through your own SMS provider to the client's phone number. When there is no chat, no provider, no phone number or the number replied STOP, the action is skipped and the log says "Skipped:". Use Client Receives Updates On to send each client the update on the channel they chose: one rule per channel, each with its own condition (Not set matches clients who made no choice).