Lumenbase

    How to Create and Use Automations

    101 · Step 8
    Power Feature

    Build workflow automations to save time and eliminate repetitive tasks.

    By Sebastian StreiffertPublished Jan 10, 2026Updated May 29, 20268 min read

    What are CRM Automations?

    Automations in Lumenbase let you create "If This Then That" workflows that execute automatically based on triggers you define. Instead of manually updating records, sending follow-ups, or creating tasks, automations handle repetitive work so you can focus on selling.

    Well-designed automations can save hours per week by handling routine tasks like follow-up reminders, status updates, and notification routing automatically.

    How Automations Work

    Automations in Lumenbase use a visual flow-based builder. You create workflows by connecting nodes on a canvas. Triggers start the flow, filters branch based on conditions, and actions perform operations. This visual approach makes complex workflows easier to understand and maintain.

    Flow building blocks

    1. Trigger Node

    The starting point. Defines when the automation runs (record events, schedules, webhooks, or manual).

    2. Filter Nodes

    Optional conditional branches that check if criteria are met before proceeding to actions.

    3. Action Nodes

    Operations that execute when conditions pass: create records, update fields, call integrations.
    The automation builder uses a visual canvas where you drag and connect nodes. You can also add Wait nodes to delay execution and End nodes to stop specific branches.

    Types of Triggers

    Choose how your automation starts based on your workflow needs:

    Trigger TypeWhen It FiresBest For
    Record EventWhen a record is created, updated, or deletedReal-time responses to changes
    ScheduleAt specific times (daily, weekly, custom)Recurring cleanup or reminder tasks
    WebhookWhen external systems send dataThird-party integrations
    ManualWhen you click 'Run' on the automationOn-demand batch operations

    Record Event Triggers

    Record events are the most common trigger type. They fire when something happens to a specific entity type:

    • Deal Created: when a new deal is added to any pipeline
    • Contact Updated: when any contact field changes
    • Task Completed: when a task status changes to done
    • Company Field Changed: when specific company fields are modified

    Schedule Triggers

    Schedule triggers run at defined intervals, perfect for maintenance and reminders. Configure recurring schedules based on your needs.

    • Daily schedules: run at the same time each day
    • Weekly schedules: run on specific days of the week
    • Hourly schedules: run every hour at a specific minute
    Schedule triggers require a base entity type to operate on. The automation will process records of that entity type when the schedule fires.

    Available Actions

    Actions define what your automation does when triggered. Each action node can perform one operation. Connect multiple action nodes to create complex workflows:

    Entity Operations

    Create or update records for core entity types:

    • Create Deal, Contact, Company, Task, or Invoice
    • Update Deal, Contact, Company, Task, or Invoice fields

    Integration Actions

    Actions provided by connected integrations vary based on which integrations you have enabled. Common integration actions include:

    Actions support variable interpolation. Use {{field_name}} syntax to insert dynamic values from the triggering record into your action configuration.

    Creating Your First Automation

    Follow these steps to build an automation using the visual flow builder:

    1

    Navigate to Automations

    Go to System Operations → Automations in the sidebar, then click "Create Automation".
    2

    Configure the Basics

    Give your automation a descriptive name and optional description. Choose whether it should be enabled immediately. Set trigger scope if you want the automation to only run for the creator or all users.
    3

    Set Up Your Trigger Node

    The trigger node is automatically added to the canvas. Click it to configure:
    • Select trigger type (Record Event, Schedule, Webhook, or Manual)
    • For record events: choose entity type and events (created, updated, deleted)
    • For schedules: configure frequency and base entity type
    4

    Add Filter Nodes (Optional)

    Click "Add Node" in the palette and select "Filter". Connect it from the trigger node. Configure conditions that must be true for the automation to proceed. Filter nodes have Yes/No branches, so connect actions to the appropriate branch.
    5

    Add Action Nodes

    Click "Add Node" and select "Action". Connect it from your trigger or filter node. Configure the action:
    • Select action type (entity operation or integration action)
    • For entity operations: choose fields to set and their values
    • Use variable picker to insert dynamic values from the trigger
    6

    Save and Test

    Click "Save" to store your automation. Use the "Test" button to run it manually with sample data, or trigger the actual event in your CRM to verify it works.

    Common Automation Examples

    New Deal Follow-Up Task

    Automatically create a follow-up task when a new deal is created:

    • Trigger: Deal Created
    • Condition: Deal value > $10,000
    • Action: Create Task 'Schedule discovery call with {{company_name}}' assigned to deal owner, due in 2 days

    Stale Lead Follow-Up Task

    Create follow-up tasks for contacts that haven't been contacted recently:

    • Trigger: Schedule, Daily, base entity: Contact
    • Filter: Last activity > 14 days AND status = 'Active'
    • Action: Create Task 'Follow up with {{first_name}} {{last_name}}' assigned to contact owner, due today

    Deal Stage Update Task

    Create a task when deals reach negotiation stage:

    • Trigger: Deal Updated, stage field changed
    • Filter: New stage = 'Negotiation' AND deal value > $50,000
    • Action: Create Task 'Prepare proposal for {{deal_name}}' assigned to deal owner

    Welcome Task for New Contacts

    Create a welcome task when contacts are added from web forms:

    • Trigger: Contact Created
    • Filter: Source = 'Web Form'
    • Action: Create Task 'Welcome call with {{first_name}} {{last_name}}' assigned to contact owner

    Using Conditions Effectively

    Conditions prevent automations from running when they shouldn't. Build complex logic using AND/OR groups:

    Condition Operators

    OperatorUse CaseExample
    equalsExact matchstatus equals 'Active'
    not equalsExclusionstage not equals 'Closed Lost'
    containsPartial text matchemail contains '@company.com'
    greater thanNumeric comparisondeal_value greater than 10000
    is emptyMissing dataphone is empty
    changed toField transitionstage changed to 'Proposal'
    Use "changed to" conditions for field update triggers to only fire when a field transitions to a specific value, not on every update.

    Monitoring and Troubleshooting

    Track automation performance and debug issues using the run history:

    Run History

    • View all automation executions with timestamps
    • See which conditions matched or failed
    • Review action results and any errors
    • Filter by status: success, failed, skipped

    Common Issues

    IssueCauseSolution
    Automation not firingConditions too restrictiveReview and loosen conditions
    Firing too oftenMissing conditionsAdd filters to narrow scope
    Action failedInvalid configurationCheck field names and values
    Duplicate runsMultiple triggers matchedAdd idempotency conditions

    Best Practices

    • Start simple: build basic automations first, then add complexity
    • Use descriptive names that explain what the automation does
    • Test with manual runs before enabling automatic triggers
    • Add conditions to prevent unintended executions
    • Monitor run history regularly to catch issues early
    • Document complex automations so your team understands them
    • Review and clean up unused automations quarterly
    • Stay aware of rate limits: automations have execution limits
    Automations Location: System Operations → Automations
    Run History: Automation builder → Runs tab, or Automations → All Logs
    Manual Run: Automation builder → Test button
    Visual Builder: Drag nodes on canvas, connect with edges

    Lumenbase 101 · Step 8 of 8

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