๐Ÿ“‹ Automations - Playbooks

Overview

Playbooks are perfect to build scalable processes for your team. A playbook helps you to ensure the respect of a sales methodology, align your teams' process, and ease the onboarding of a new Sales. A great way to understand Playbooks is to think about a simple โ€œif-this-then-that" manual that helps your Sales to be proactive.

General advantages of creating customer success playbooks:

  • Ease the scale of your team when your company is growing.

  • You donโ€™t need to rely on experienced individuals to understand the process.

  • It implements standardized processes to ensure the quality of your Sales.

  • Playbooks help your Sales to plan, organize, and prioritize their most important tasks.

Custom Playbooks

To access the Custom Playbooks, follow the steps from the video above, go to Automation, Custom Automation, Playbooks and click on 'New Playbook'.

Creating a Playbook is broken up into 4 steps:

  • Information - Define basic details about your workflow.

  • Trigger - Define rules to generate your playbook.

  • Actions - Define the tasks that need to be performed by your team.

  • Enable - Set your playbook live.

You can navigate through each step easily thanks to the list on the left.

Information

Name your playbook and describe it.

Trigger

Define the entity: You can choose if you want the playbook to rely on an Account or a Contact level.

Triggers: A Playbooks is generated when a trigger is matched, there are five triggers available:

  • Status - Whenever the contact/account matches a status' conditions.

  • Segment - Whenever the contact/account enters or leaves a segment.

  • Stage - Whenever the contact/account enters or leaves a stage.

  • Health - Whenever the contact/account has a health evolution (such as "decline to bad health").

  • Event - Whenever the contact/account is performing a specific event such as "unsubscribe".

Only if condition is met:

You can add "specific" conditions that become required to generate the Playbook.

Example: If you want a specific onboarding playbook for your Enterprise customers, then add a condition like this one: 'subscription_plan = Enterprise'.

Enrollment:

Choose if the Playbook should be created only once or every time the trigger is matched by the customer thanks to the following options:

  • Trigger only once for each account, the first time it matches the trigger.

  • Trigger every time an account matches the trigger.

Actions

Actions will specify the tasks that your CSM needs to do in order to complete its playbook.

Pro tips ๐Ÿ’ก: You can create multiple tasks in one step

  • Task: A task should be a simple, detailed action, that needs to be performed.

On top of selecting the kind of action that needs to be done, you can also select a due date and assign the task to another member of your team than the account owner.

  • Gmail - Email - HTML task: Create an email template, insert attributes to personalize it ("First Name", "Last Name", etc.), choose the sender and the recipients. The email will be pre-generated and will be editable before being manually sent. The Gmail action will be sent from your Gmail, the two other ones will be sent from your email provider.

  • Slack Notification: Create a slack alert, choose the channel where the alert should be sent & create the content of that alert.

Step button:

Create and manage the different playbook's steps. You can add conditions to the step so that it is only triggered if the conditions are met.

Insert delay:

You can decide to put delays between all steps. The following steps and actions will be created after this delay.

Setup Exit Conditions:

If those conditions are matched, the contacts or accounts will leave the playbook, meaning that no additional actions will be triggered.

Enable

Once your Playbook is ready, you can activate it.

Where do I know that I have a playbook to follow?

Every playbooks triggered will be available directly in your personal Inbox (feel free to check our Salesmachine Inbox documentation here).

Manage & understand your Playbooks performances

In the Playbooks section, you will have access to every "live", "draft" and "disabled" Playbooks.

For each of them, you can do the following actions:

  • Open: This action will give you basic statistics' information, access the playbook's description, and show you the logs.

  • Edit: You can modify/adapt your playbook.

  • View Report: This will redirect you to the โ€˜reportsโ€™ section.

If your playbooks are including emails, you can have a quick look at their statistics:

Go to 'open', then 'description' and then 'see email stats'.

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