Automation - Step Actions - Overview

Overview

In Automations, actions define what a step will perform after its previous conditions are met. 

Depending on the selected action, an automation can create or update information, initiate a platform process, or interact with another supported capability.

This allows Admins to define the operation that Neostella performs when an automation reaches a step. The configuration depends on the selected action and the related data within the automation context.

Key Components

To add an action, users must use the following components inside Neostella’s Automation feature.

Automations editor: This is the main workspace for users to configure an automation.

*Reference image of the Automations editor

Node Setup: This window pops up when adding a new step. This allows users to search for actions to configure the step. 

*Reference image of the Node Setup.

Configuration drawer: This is the section where all the action configuration is made. Users must fill all the required fields, marked with an asterisk, to be able to save the step.

*Reference image of the Configuration drawer.

Configuration Steps:

1. Go to Automations.
2. Select a preconfigured Automation.
3. Add a new step, this will open the Node setup modal.
4. Search for a Creation Action.
5. Based on the action, fill the required fields.
6. Click SAVE.

Creation Action list:

1. Create Project Object Record

Description: This is an automated action that allows users to create a Project inside a tenant. By adding this step in a previously configured automation, users can program the generation of a new project.

Configuration steps:

1. Go to Automations.
2. Select a preconfigured Automation.
3. Add a new step, this will open the Node setup modal.
4. Search for: Create New Project Object Record. This will open the Step Configuration drawer.
5. Select an Object type. The system will show all the related fields to the selected object type.
6. User must fill the required fields marked with an asterisk (*).
7. Click SAVE.

2. Create Person Object Record

Description: This action allows users to create a Person record. Based on a selected type, it also generates a new Person inside Neostella..
 

Configuration steps:

1. Go to Automations.
2. Select a preconfigured Automation.
3. Add a New Step.
4. Search for: Create Person Record. This will open the Step Configuration drawer.
5. Select an Object type. The system will show all the related fields to the selected object type.
6. Fill the required fields marked with an asterisk (*).
7. Click SAVE.

3. Create Lead Object Record

Description: This action allows users to create a lead record object related to a tenant.

Configuration steps:

1. Go to Automations.
2. Select a preconfigured Automation.
3. Add a new step, this will open the Node setup modal.
4. Search for: Create Lead Record.This will open the Step Configuration drawer.
5. Select an object type. The system will show all the related fields to the selected object type.
6. Fill the required fields marked with a *.
7. Click SAVE.

4. Create Custom Object Record

Description: This action allows users to create a custom object record inside a context.

Configuration steps: 

1. Go to Automations.
2. Select a preconfigured Automation.
3. Add a new step, this will open the Node setup modal.
4. Search for: Create Person Record. This will open the Step Configuration drawer.
5. Select a Context Object. This updates and brings all the related fields to that context.
6. Fill the required fields marked with an asterisk (*).
7. Click SAVE.

5. Create Folder

Description: This action allows users to create a folder and associate them with Leads, Projects, Organizations, or Documents.
 

Configuration steps: 

1. Go to Automations.
2. Select a preconfigured Automation.
3. Add a new step, this will open the Node setup modal.
4. Search for: Create Folder.
5. This will open the Step Configuration drawer.
6. Select + ITEM to add a folder called Item 1 (You can add more than one folder)
7. Now, in the Documents section, select the documents to add to the folder by clicking + ITEM.
8. They can be associated with a Lead, Organization, or Projects by looking for it with the respective ID.
9. Fill the required fields marked with an asterisk * (Just the Name in this case).
10. Folders must be Active to be able to have visibility.
11. Click SAVE.

Note: For best practices, it's recommended not to create a Folder for each document.

6. Create note for Lead

Description: This action allows users to create a custom object record inside a context.

Configuration steps: 

1. Go to Automations.
2. Select a preconfigured Automation.
3. Add a new step, this will open the Node setup modal.
4. Search for: Create Note for Lead.
5. Select a Lead to associate the note.
6. Fill the required fields marked with an asterisk (*).
7. In the object type field, select between Meeting, Communications or Others.
8. A document can be also associated and attached to the note.
9. A Mention to People in the note can be added.
10. Click SAVE.

7. Create note for Project

Description: This action allows users to create a custom object record inside a context.

Configuration steps: 

1. Go to Automations.
2. Select a preconfigured Automation.
3. Add a new step. This will open the Node setup modal.
4. Search for: Create Note for Project.
5. Select a Project to associate the note.
6. Fill the required fields marked with an an asterisk (*).
7. In the object type field, select between Meeting, Communications or Others.
8. A document can also be associated with and attached to the note.
9. A Mention to People in the note can be added.
10. Click SAVE.

Legal Example:

Creating records during client intake.

Consider Alvin Vellard, who contacts a law firm seeking legal representation after being injured in a motor vehicle accident involving Brightline Hauling & Logistics, Inc.

During intake, the firm collects information about Alvin and the accident to determine whether the potential case meets its criteria for representation. 

Throughout this process, different records may be needed to organize the potential client, evaluate the case, and manage the legal matter if the firm accepts it.

Instead of creating each required record manually, Creation Actions can create them automatically when the conditions defined by the firm are met.

For example:

Person Record → Alvin Vellard: creates the Person record used to manage Alvin's information.

Lead Record → Alvin Vellard vs Brightline Hauling & Logistics, Inc: creates the Lead record used during intake while the firm evaluates the potential case. If Alvin was referred by another law firm and the firm uses a custom Referral object:

Custom Object Record → Referral #123456: creates a record to maintain information about the referral, such as the referring firm and tracking number. As the intake progresses, the firm determines whether Alvin's potential case meets its acceptance criteria. 

If the firm agrees to represent him, the required representation documents are completed and the case is ready to be opened.

Project Record → Alvin Vellard vs Brightline Hauling & Logistics, Inc: once the firm's configured conditions for opening the case are met, creates the Project where Alvin's accepted case can be managed.

NOTE: The specific records and conditions will depend on the firm's intake process and configuration. 

While this example uses a motor vehicle accident, the same Creation Actions can support intake processes for other types of cases.

This demonstrates the purpose of Creation Actions: as a potential case progresses through intake, automations can create the records needed at the appropriate stages of a firm process  and eliminate  the manual record creation. 

Limitations

• This action is NOT for a constant running inside the platform. Take into account that every single time the automation is triggered, this creates a new Record (Project, Person, Lead, or Custom Object Record) inside the tenant.
   
• There is no limit for Objects nor Records (Projects, Person, Lead, or Custom Object Record) inside the platform, but it is recommended to be moderated for visibility. 

Required Permissions

• Control Center Access.
• Permissions for editing Automations.