Required Permission: Manage Store

Creating a business rule helps automate workflows within specific subcategories of your CRM. You can build a rule from scratch or duplicate an existing one.

Option 1: Create a Rule from Scratch

Step 1: Select a Subcategory

Choose the appropriate subcategory or secondary subcategory. Once selected, click the Add button in the top right corner.

Step 2: Use the Business Rule Editor

The editor includes up to six tabs:

Details: Set up the rule name, description, timing, and action.
User: Assign the rule to specific users or user groups.
Filters: Define what conditions the rule should or should not run under.
Message: (Only appears if sending an email or email task is selected.)
Change Log: Tracks any changes made after the rule is saved.
Event Log: Displays which customers the rule did or didn’t run for.

Details Tab Setup

Activate the Rule: Check the Is Active box.
Select the Action (Do): Choose from tasks like sending an email, assigning a user, etc.
1. Click HERE for a full description of options the the Do selector.
Name the Rule: Include prospect type or pipeline stage (e.g., “New Car - Day 3 Touchpoint”).
Add a Description: If using tokens input them here. Tokens can be included to denote specific information related to the customer or deal.
Set When the Rule Runs:
1. Select a time frame (minutes, hours, days, months).
2. Choose After or Before based on your use case.
  1. After is typically what you will use.
  2. Before is utilized primarily for Appointments and Lease Ending tasks. The system must know a date and time to be able to generate a task that occurs before.
3. Check/uncheck “Exact Time” depending on timing precision.
4. Enable Deletable if you want users with Delete Task permission to be able to delete the rule from a customer deal card once generated.
5. Choose when to run the rule: Any Time, Business Hours Only, After Hours Only.
Choose Deal Type: Options are Both, New, or Used.

To set Multiple Triggers

Enter the timing intervals as comma-separated values in the first box under the When section.
For example, if you want touchpoints on days 2, 4, 6, and 8, you would input: 1,3,5,7 (this creates rules that trigger after those days).
Then select Days from the dropdown
1. Keep After as the selected option
2. Choose the desired time of day for the rule to run

Users Tab Setup

Select who the rule should be assigned to. Options include:

Associated Salesperson (Sales 1 or Sales 2)
Sales Team Lead
Custom (manually select specific users from dropdown list)
Distribution (for Assign User rules only, not tasks)
- Allows you to select a Distribution that has been set up under Store Settings → Distributions.
Associated BDC / BDC Team Leader
Affected User: Used for push notifications to send an alert to users on the distribution selected on the Assign User rule.
Associated Service BDC
Associated Closer
- The closer is assigned based on the user who compiled a proposal in the Desking tool, was manually assigned as the Closer on the deal card, or the team leader specified in User Management.
Caddy: assigned to Genius user profile
Generic Email: Allows you to input an email address in a second box that appears. Utilize for the Forward Email To and Send Deal ADF tasks.

⚠️ Rules without an assigned user will not generate.

Filters Tab Setup

Use filters to refine when your rule should or shouldn’t run.

Ignore If: Skip running the rule if certain conditions are true (e.g., “Customer has email”).
- Appt set for future: Rule will not run if the customer has a future appointment scheduled.
- Customer has email: Rule will not run if the customer has a valid email address.
- Customer has no email: Rule will not run if no email address exists for the customer.
- Customer sent email: Rule will not run if the customer has sent an email related to the current open deal.
- Customer showed to Appt: Rule will not run if the customer has an appointment marked as a show.
- Customer texted back: Rule will not run if the customer has sent a text since the current open deal was created.
- Deal Dead: Rule will not run if the deal has been marked dead.
- Deal Delivered: Rule will not run if the deal has been marked delivered.
- Deal Sold: Rule will not run if the deal has been marked sold.
- Has no phone number: Rule will not run if the customer does not have a phone number listed in their profile.
- Has valid phone number: Rule will not run if the customer has a valid phone number listed in their profile.
- No vehicle info: Rule will not run if there is no interested vehicle associated with the deal.
- Phone call made: Rule will not run if a phone call has been logged by a user.
- Phone Conversation: Rule will not run if a phone call has been logged with result “Phone Conversation: by a user.
- Text sent to customer: Rule will not run if a user has sent a text to the customer.
- User sent manual Email: Rule will not run if a user has sent a manual email to the customer. This excludes emails sent using the task type Send Auto Email and emails sent through an Email Blast.
Include Only Stock Number, Make, Model, or Source: Use this field to include specific stock numbers or patterns. Enter text between % signs (e.g., %P%) to match any stock number containing those characters.
- The % symbol acts as a wildcard before and after your input.
- Matches are case-sensitive and must match spacing exactly.
- Example: %P% will include any stock number that contains the letter “P”, such as “PM123” or “123P4”.
- Press Enter after typing to apply the filter.
Exclude Source: Use this filter to prevent the rule from running on deals with specific source descriptions.
- Enter characters between percentage signs (e.g., %AutoTrader%) to match part of the source description.
- The match must be exact, including spelling, capitalization, and spacing.
- Example: %Facebook% excludes any deal with “Facebook” in the source description.
- Press Enter after typing to apply the filter.
- Note: You don’t need to use this if you’re already using the Include Only Source filter.
Ignore Day Interval: This option is not in use.

Message Tab (If Applicable)

Appears only when Send Auto Email or Email Task is selected under “Do”.

Choose a pre-built template from the dropdown.
Or, write a new message in the editor (this will be saved to the Uncategorized Template folder; Store Settings -> Templates).
If no template is selected, Auto Emails will send blank.

Change Log Tab

Displays the history of changes made to the rule, including who made them.
Will populate only after the rule is saved.

Event Log Tab

Shows a list of customers the rule successfully ran for or skipped (based on filters).
Rules that create email or phone tasks won’t generate if the customer lacks a valid email or phone number.