As an admin in Startdeliver, you have access to a powerful feature found under Settings > Automations. This tool allows you to automate repetitive tasks that would otherwise take time away from Customer Success Managers, administrators, or other team members.
In this guide, we’ll walk you through how automations work, how to set them up, and best practices to get the most out of them.
🚀 What Can You Automate?
Automations in Startdeliver are mainly used to:
• Guide the customer journey, for example:
• Automatically move a new customer into the Onboarding phase.
• Shift a customer to Adoption after onboarding is completed.
• Send automated emails
• Create tasks or projects
• Send notifications
• Update customer or user data
In short: anything that helps eliminate manual steps in your processes.
⚙️ How It Works – Step by Step
1. Details – Basic Setup
Here you define:
• The name and description of the automation.
• The type of item it applies to (Customer, User, Project, Task, Interaction).
• Whether it can run multiple times per customer, and any delay between runs.
2. Criteria – When Should It Run?
This is where you set the trigger for the automation:
• When an item is updated (Automatic Trigger)
• Time-based (Automatic Trigger)
• Manually triggered (Manual Trigger)
Setting Up Manual Automations
If no time or other automatic triggers apply, you can create automations that require manual activation. Follow these steps:
Navigate to the customer list in Startdeliver.
Select the relevant customers.
Click on More Actions in the options menu.
Choose the desired automation to apply it to the selected customers. This method ensures that you have full control over when and where the automation executes.
You can also add conditions (criteria) to define when the automation should apply.
For example: only trigger if the customer does not already have the status “Onboarding”. Another example is setting the 'Created At' field to cover a specific date range, such as including users created 14 days ago to trigger the automation at the right time.
👉 Best practice: Always use filters to avoid repeating actions unnecessarily.
3. Actions – What Should It Do?
You can choose from a wide range of actions:
General actions:
• Send notification to yourself or your team
• Send a webhook to an external system
• Wait a certain number of days before continuing
Actions for the customer:
• Update customer data
• Delete customer
• Add comment
• Create task or create project
• Run another automation shortcut
Actions for related items:
• Send email or update/delete related users
• Update or delete related tasks
• Run automations on linked entities
This allows for both simple automations and more complex, multi-step workflows. 📧 Practical Example: Email Automation Based on User Age Automation can be utilized to send emails exactly 14 days after a user is created. This example ensures alignment of actions based on the correct timeline. Start with configuring the 'Created At' field to include users from -15 days to -13 days. Next, confirm that filter settings (like 'Team member') are accurate to align with the automation's objectives.
Automating Customer Status Updates Based on Task Completion
You can create automations to change a customer's status automatically when specific tasks are completed:
Specify Automation Details:
Type of item: Task.
Set Automation Criteria:
Trigger: When an item is updated.
Filter: Matches a filter > Task > Name.
Enter the name of the task you want to track (e.g., 'Task Name').
Define the Automation Action:
Select Actions on Related Items > Update Customer > Status.
Apply the updated status (e.g., 'Status Placeholder'). This setup ensures that customer records update automatically, improving data accuracy and operational efficiency.
🧪 Test First Before Going Live
Before launching your automation, you can run it in test mode.
In this mode, no real changes are made, but you can preview who it would run for—visible under the Processed section.
This helps ensure your logic is correct before going live. 💡 Troubleshooting Tips
Verify Dates: Check the date range configuration in automation settings.
Audit Filters: Ensure filters like 'Team member' settings correctly align with automation goals; misaligned filters could prevent execution for the intended user group.
👥 Who Benefits Most from Automations?
Mainly:
• Customer Success Managers – to streamline and track the customer journey
• Admins – to structure and automate internal processes
✅ Summary: Best Practices
• ✔️ Use filters to avoid targeting customers or users that already meet the action’s criteria
• ✔️ Always run automations in test mode first
• ✔️ Name your automations clearly based on their purpose
• ✔️ Choose the right permission: either the creator’s or the trigger user’s access level
• ✔️ Use “Run Automation Shortcut” for more advanced, chained workflows