# Auto actions — CRM automation rules for enquiries

> Make rules that assign new enquiries in turn, add tags, create tasks, send approved WhatsApp templates or start a sequence — by themselves.

Source: https://pathshala.mjxtechnologies.com/docs/crm/automation/

**Auto actions** are rules that work by themselves when an enquiry (lead, for a business) comes in or moves to a step: share new enquiries with your team in turn, tag them, make tasks, send your approved WhatsApp templates, or put them on a sequence. They are part of **MJX CRM Pro**.

> [!PATH] Apps › MJX CRM › CRM settings › Auto actions

![Auto actions page with the + New rule button marked](media/crm/automation-1.jpg "Apps › MJX CRM › CRM settings › Auto actions › + New rule")

A good first rule: **an enquiry comes in → give it to your team in turn → task "Call {name}", due in 1 hour.**

## How a rule is built

| Part | Choices |
|---|---|
| **When** | When an enquiry comes in · When an enquiry moves to… a step (New, Talking, Call back, Admitted/Joined/Won, Not interested) or one of your own stages under a step |
| **Only if** (optional) | **It came from:** one or more sources (Website form, WhatsApp, Phone, Walk-in, API and your other sources) · **Its details mention any of (commas between words):** e.g. "NEET, JEE, Class 11" |
| **Then** | 👤 Give it to · 🏷️ Add tags · ✅ Make a task · 💬 Send a WhatsApp template · 📅 Put the enquiry on a sequence |

### The actions

| Action | Detail |
|---|---|
| 👤 Give it to | Tick one person, or several to share in turn (round-robin, up to 20 people). Only when nobody has the enquiry yet. |
| 🏷️ Add tags | Up to 10 tags, e.g. "NEET, Website" |
| ✅ Make a task | For whoever has the enquiry. A title (up to 200 characters; `{name}` becomes the person's name), a due time (No due time, 1, 2 or 4 hours, 1, 2, 3 or 7 days) and optional High priority |
| 💬 Send a WhatsApp template | One of your own templates, approved by Meta. Your website form already sends its own welcome — pick a template here for anything more. |
| 📅 Put the enquiry on a sequence | One of your active [Auto messages](crm/follow-ups-and-sequences) sequences, or "Don't put it on one" |

## How to add a rule

1. Sign in as the **Owner** or an **Admin**.
2. Press [[+ New rule]].
3. Give it a **Name**, e.g. "Share website leads".
4. Under **When**, pick "comes in" or "moves to…" and the step.
5. Under **Only if**, add sources or words — or leave them empty for every enquiry.
6. Under **Then**, switch on one or more actions and fill them in.
7. Press [[Save rule]].

> [!SUCCESS]
> You see "Rule added — it runs on the next lead." The card shows "Has not run yet" until it runs, then "Ran on …".

Each rule card has [[Edit]], [[Switch off]] / [[Switch on]], [[Delete]] ("Delete this rule? What it already did stays in the list below.") and up/down arrows to change the order.

## How rules run

| Rule | Detail |
|---|---|
| Order | Rules run from the top. The first rule that gives an enquiry to someone wins; a later one says it is already with that person. |
| Once per lead | A rule runs once for an enquiry — moving it back and forth does not repeat it |
| Imports | Imported spreadsheets never set off rules |
| No loops | No action changes a status, so no rule can set off another |
| Every door | Enquiries from your form, WhatsApp, lead sources, connectors and the API all set off "comes in" rules |
| Limits | Up to 30 rules |

## What the rules did

Under **What the rules did**, every run is listed with what each step did — done, skipped and why, or failed and why. A template that could not be sent says so, and the enquiry is not marked as messaged.

## Who can use it?

| Action | Who | Plan |
|---|---|---|
| Make, edit, order, switch off rules | Owner, Admin | CRM Pro |
| See the page | Owner, Admin | Any (on Basic it shows "🔒 Automation comes with MJX CRM Pro.") |

On a plan without Pro, "Your rules below are kept but are not running. You can still switch them off or delete them." Cards read "On — needs Pro".

> [!NOTE]
> "You have no approved templates of your own yet." means the WhatsApp action has nothing to send. Make one on **Message templates** and wait for Meta's approval.

## Tips

- Start with one assignment rule for all new enquiries, then add narrower rules (by source or words) above it.
- Use the **Its details mention** filter for exam or class words, e.g. "NEET" → tag NEET and give it to the NEET counsellor.
- Check **What the rules did** after the first few leads to see the rule behaves as you meant.

## Questions people ask

### Does a rule run again if a lead moves back and forth?

No. A rule runs once for a lead. Moving it back and forth does not repeat it.

### Do imported spreadsheets set off rules?

No. Imported enquiries never set off rules, so a 500-row import cannot send 500 WhatsApp messages.

### Can a rule change a lead's status?

No. No action changes a status, so one rule can never set off another.

### What happens to my rules if I leave CRM Pro?

They are kept but do not run. You can still switch them off or delete them.