CRM Trigger¶

Overview¶

The CRM Trigger automatically starts workflows when specific events occur in your BaseCloud CRM. This creates powerful automation based on contact behavior, data changes, and CRM activities without any manual intervention.

When to use this trigger:

• Send welcome emails when new contacts are created
• Notify team members when contact data changes
• Trigger follow-ups based on contact status changes
• Automate actions when custom field values change

Quick Start¶

Builder fields¶

The Field column is the label as it appears in the task builder; Key is the name the value is stored under and referenced by.

1. Create a new workflow
2. Add a CRM Trigger as the first task
3. Select the trigger type, then what it watches (the field, column, event or table)
4. Save and switch the workflow on
5. The workflow runs automatically when the event occurs

Trigger Types¶

The trigger fires on the change itself: there is no "equals" or "greater than" condition here. To act only on some values — a status changed to "Won" — follow the trigger with an If on its var_val.

Changing the trigger type clears the choice below it (the field, event or table), because a field picked for one type means nothing to another — pick it again.

Each type is something people do in the CRM. These pages show what that looks like on screen:

Custom fields are defined per tenant on the client record itself — the pencil edits the set, Add Field creates one (see Manage custom fields). You pick a field by its name in the task, but the task stores its ID, so renaming the field later doesn't break the workflow; deleting it does.

The custom table events watch tables and columns that are also set up on the client — see Custom tables in automations.

Statuses are defined per tenant in Settings → Client Statuses, so the list differs between accounts — a status that exists in one tenant may not exist in another. Each carries a numeric ID, and that ID is what a task reads and writes; the label is only what people see. Deactivating a status hides it from dropdowns without removing it from records that already hold it.

Outputs¶

The CRM Trigger outputs the change-log entry that fired it, joined to the client and the users involved. Reference fields as {{task_<ID>_<field>}}.

The change¶

The client¶

Who made the change, and who owns the client¶

Resolved labels, on field-change triggers¶

Always¶

Real-World Examples¶

Welcome a newly created client¶

CRM Trigger  (client created)
  └─ Email   send the welcome message to {{task_47001_company_name}}

Act on a status change¶

CRM Trigger  (field change, client_status)
  └─ If Statement   {{task_47001_status_changed_to}} equals "Won"
      └─ BaseCloud Accounting   raise the invoice

status_changed_to and status_changed_from give you the readable labels, so you can branch on the change itself rather than on the raw ID.

Tell the new owner when a client is reassigned¶

CRM Trigger  (field change, admin_responsible)
  └─ Email   notify {{task_47001_admin_responsible_email}}

Keep another system in step¶

CRM Trigger  (Contact Field Change)
  └─ Webhook Out   post the change to the other system

Acting only on some changes¶

The trigger itself has no conditions. Put an If right after it and test the outputs — for example {{task_<ID>_status_changed_to}} exactly matches Won, or {{task_<ID>_var_val_from}} is empty (a field filled in for the first time).

Preventing Workflow Loops¶

A workflow that changes the very field its trigger watches starts itself again: Client Field Change on Status, then an Edit a Client that sets the status, runs again on its own change.

• Watch a different field from the one the workflow writes.
• Stop on a no-op. Edit a Client does not write — or fire triggers for — a value equal to what the client already holds, so a workflow that sets a status to the value it already has does not start itself again.
• Check who made the change. user_actioned is the person who made it; a change made by a workflow is recorded against the automation user. An If on user_actioned can skip changes a workflow made.

Best Practices¶

✅ Do's¶

• Be specific with triggers: Use filters to avoid unnecessary executions
• Add If tasks for validation: Double-check conditions even if trigger has filters
• Test thoroughly: Test with real CRM data before enabling
• Add error notifications: Alert yourself when critical workflows fail
• Document your workflows: Add clear descriptions of what each workflow does
• Use tags for tracking: Add tags to show workflow has processed a contact
• Monitor execution history: Check regularly that workflows are running correctly

❌ Don'ts¶

• Don't create loops: Always check if your workflow updates trigger new events
• Don't trigger on every update: Use specific field monitoring
• Don't skip error handling: Add If tasks to handle missing data
• Don't forget timezone issues: Be aware when using time-based conditions
• Don't over-automate: Not every CRM change needs a workflow

Troubleshooting¶

Workflow Not Triggering¶

Possible Causes:

• Workflow is disabled
• Trigger conditions too restrictive
• Event type doesn't match actual CRM action
• CRM trigger not saved properly

Solutions:

1. Check workflow toggle is ON
2. Review trigger configuration and filters
3. Test by manually performing the CRM action
4. Check execution history for error messages

Workflow Triggering Too Often¶

Possible Causes:

• Trigger conditions too broad
• Multiple users editing same contacts
• Workflow creating loop by updating contacts

Solutions:

1. Add more specific filters
2. Check if workflow updates trigger additional events
3. Use "Changed Field" filters
4. Add processing flag to prevent duplicates

Missing Contact Data¶

Possible Causes:

• Custom field not populated yet
• Contact still being created when workflow runs

Solutions:

1. Add small delay (5-10 seconds) after trigger
2. Use If tasks to check if required fields exist
3. Handle missing data gracefully

Workflow Running Multiple Times¶

Cause: Multiple CRM updates in quick succession

Solution: each change is its own run, by design. To act once on a burst of changes, have the workflow set a field (for example "Synced at") and check it with an If before acting.

Advanced Patterns¶

Sequential Contact Updates¶

Update contact in stages with delays:

1. CRM Trigger - Client Created
2. Delay - Wait 1 day
3. Email - Send day 1 email
4. Delay - Wait 2 days
5. Email - Send day 3 email
6. Delay - Wait 4 days
7. Email - Send day 7 email

Conditional Multi-Path Workflows¶

Route based on contact properties:

1. CRM Trigger - Client Field Change (Industry)
2. If Task - Check industry
3. Technology → Tech sales flow
4. Healthcare → Healthcare sales flow
5. Other → General flow

Lead Scoring Automation¶

Automatically update lead scores:

1. CRM Trigger - Contact Field Change
2. Code Task - Calculate lead score based on actions
3. Edit Client - Update lead_score field
4. If Task - If score >= 80
5. Email - Notify sales team

Frequently Asked Questions¶

Can I have multiple CRM Triggers in one workflow?¶

Yes — a workflow can have several triggers, each starting the tasks linked under it. One workflow per purpose is usually easier to follow.

What's the delay between CRM change and workflow execution?¶

Usually immediate (within seconds). Very complex workflows may take longer.

Can I trigger on custom field changes?¶

Yes — choose Client Field Change (or Contact Field Change) and pick the custom field.

Will this trigger if I bulk import contacts?¶

Yes — Client Created fires for each imported client. Switch the workflow off during a large import if it should not run for them. - Adding batch processing logic

Can I undo a workflow action?¶

No, workflows execute automatically and cannot be undone. Always test thoroughly before enabling.

How do I test without affecting real contacts?¶

1. Create a test contact
2. Use "Run Test" button if available
3. Check execution history to see what would happen
4. Use a test workflow (disabled for real contacts)

Can I trigger based on inactivity?¶

Not directly. Instead, use a Schedule Trigger to check for inactive contacts periodically:

1. Timer Trigger - Daily
2. Google Sheets - get_rows from a list of accounts to review
3. Loop through results
4. Send re-engagement email

What happens if the workflow fails?¶

The system logs the error in execution history. The CRM event still occurred, but the workflow didn't complete. Consider:

• Adding error notification emails
• Implementing retry logic
• Monitoring execution history regularly

Can I prevent certain users from triggering workflows?¶

Yes, add an If task checking triggered_by:

Condition: {{task_47123_triggered_by}} is not "admin@yourcompany.com"

Next Steps:

• Edit Client Task - Update contact data
• If Task - Add conditional logic
• Inbound Email - Trigger from incoming emails