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Set up a Workflow Action to Create an SMS Task

Set up a workflow to create an SMS task.
4 Jan, 2024 - Updated 4 months ago
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Setting up an SMS Task

You can use a workflow to automate the sending of SMS messages to your leads, contacts, employees, etc. 


For example, if the status of a lead is Qualified, you might want to send them a thank you note via SMS. You can automate this by setting up a workflow. To learn in detail about workflows, click here.


However, you must configure the SMS Notifier before sending out SMSes. Vtiger supports popular SMS gateways such as TextAnywhere and Clickatell. To learn more about the SMS configuration, click here.


Follow these steps to set up the SMS Task action: 


Accessing the workflow page:

  1. Click the User Menu on the top right corner of the screen
  2. Click the Settings button
  3. Look for the Automation section
  4. Select Workflows
  5. Click the +New Workflow button
  6. Select Standard

Entering the basic information:

  1. Select the Target Module as Leads
  2. Enter workflow name, status, etc

Select the workflow trigger:

  1. Select this Workflow Trigger - Lead updated (Includes Creation)
  2. Choose Every time conditions are met from Recurrence


Set up the workflow entry criteria:

  1. Click the +Add Condition button
  2. Enter the condition - Lead Status is Qualified by following the steps below -
    • Select ‘Lead Status’ from the first drop-down and ‘is’ from the second 
    • Click on the text area on the right
    • Select Raw text from the drop-down
    • Click on Select an option
    • Choose Qualified
    • Click Save

Set up the action:

  1. Click the Add Action drop-down
  2. Select SMS Task
  1. This opens a window where you must set up the SMS to be sent and recipient details
  1. Enter the Action Title
  2. Enter the SMS body and recipient information
    • Recipients: Choose the recipient number from the drop-down on the right
    • Add Fields: These field values are inserted into the message body. For example, when you select the First Name field, you can compose a message that starts with “Hi, ”. The first name of the recipient gets embedded where the place holder is specified
    •  SMS Text: Enter the message body here. To insert a field value into the SMS, place the cursor in the desired position
  3. Click Save to save the SMS task
  4. Click Save to save the workflow


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