Workflows & Automations

Documentation Index

Fetch the complete documentation index at: https://knowledge.deeto.com/llms.txt

Use this file to discover all available pages before exploring further.

​

Overview

Workflows and Automations are the orchestration layer of the Deeto platform. They allow you to define exactly when customer voice should trigger action — so the right outreach, content, or enrollment happens automatically, at the right moment in the customer lifecycle. Instead of manually tracking deal stages and deciding when to send a microsite or recruit a new reference, you configure a workflow once. Deeto handles the rest — enrolling contacts, delivering personalized content, and updating your CRM — every time the conditions are met. This is what the platform means by signal-driven workflows: a customer lifecycle event fires, Deeto interprets it, and the defined action executes without anyone having to initiate it.

---

​

How It Works

Every automation in Deeto follows a simple three-part structure: Trigger → Conditions → Action

• Trigger — The event that starts the workflow. This is typically a CRM event (a deal marked Closed Won, a new lead created), a lifecycle moment (post-onboarding, pre-renewal), or a manual initiation.
• Conditions — Optional filters that determine whether the trigger should fire for a given record. For example: only fire when the opportunity value exceeds a threshold, or only when the contact has a valid email address.
• Action — What Deeto does when the trigger fires and conditions are met. Common actions include enrolling a contact in a reference recruitment campaign, sending a personalized microsite, or adding a recipient to a specific automation sequence.

When an automation fires, Deeto reads the relevant contact data from your CRM record and executes the action — no manual data entry required.

---

​

Automation Types

​

Microsite Delivery Automation

Automatically send a personalized prospect microsite when a new lead is created or reaches a defined stage in your CRM pipeline. When this automation fires, Deeto reads the lead’s details from your CRM and delivers a microsite featuring customer references and marketing content tailored to that prospect’s segment. The assigned SDR is surfaced on the microsite with their name, photo, and a personal message — creating a seamless continuation of the prospect’s experience with your sales team. Typical trigger: New lead created in Salesforce or HubSpot What fires: Personalized microsite delivered to the prospect’s email Tracked automatically: Prospect engagement, content interactions, form submissions, call scheduling

​

Reference Recruitment Automation

Automatically enroll the primary contact from a won opportunity into a reference recruitment campaign the moment the deal closes. When an opportunity is marked Closed Won, Deeto reads the contact’s name, last name, and email from the opportunity record and adds them as a recipient in the automation you’ve configured. From there, Deeto manages the outreach sequence — sending the right messages at the right cadence to convert your newest customer into an active reference. Typical trigger: Opportunity marked Closed Won in Salesforce or HubSpot What fires: Contact enrolled in your reference recruitment automation No additional Salesforce configuration required once the automation ID is registered in Deeto

​

Campaign Trigger Automations

Trigger any Deeto campaign — including AI-powered interviews, surveys, and content collection sequences — based on CRM lifecycle events such as post-implementation, pre-renewal, or support ticket resolution. This allows you to capture customer voice at precisely the right moment, without relying on anyone to remember to send an invite.

---

​

Setting Up an Automation

​

Step 1: Access Automations

Navigate to Automations in your Deeto workspace. You’ll see a list of all configured automations with their current status (Active, Paused, or Draft).

​

Step 2: Create a New Automation

Click New Automation to open the automation builder. Give your automation a clear, descriptive name — for example, “Post-Closed Won — Reference Recruitment” or “New Lead — Enterprise Microsite.”

​

Step 3: Choose a Trigger

Select the trigger type:

• CRM event (Salesforce or HubSpot) — fires based on field changes or record creation
• Lifecycle event — fires based on a defined stage or date milestone
• Manual — fires when initiated directly from a contact or company record

For CRM triggers, select the object type (Lead, Contact, Opportunity) and the specific condition that should fire the automation (e.g., Stage = Closed Won, Record Created).

​

Step 4: Define Conditions (Optional)

Add conditions to filter which records should trigger the automation. Common conditions include:

• Contact has a valid email address
• Opportunity value is above a minimum threshold
• Company is not already enrolled in this automation
• Record belongs to a specific territory or segment

​

Step 5: Select the Action

Choose what Deeto should do when the automation fires:

• Send Microsite — select the prospect template and, optionally, the SDR whose details should appear on the microsite
• Enroll in Reference Recruitment — select the automation sequence the contact should be added to
• Trigger Campaign — select the Deeto campaign the contact should receive

​

Step 6: Activate

Save the automation and click Activate. Once active, the automation will fire every time a matching record is created or updated in your connected CRM.

---

​

Finding Key IDs

​

Your Prospect Template ID

Navigate to Prospect Hub and open the template you want to use. The template ID appears in the URL of that page.

​

Your Automation ID

Navigate to Automations and open the automation you want to use for reference recruitment. The automation ID is visible in the page URL.

---

​

Monitoring Automations

Once an automation is active, you can track its performance from the Automations dashboard:

• Enrolled — total number of contacts who have entered the automation
• Delivered — actions successfully completed (microsites sent, campaigns triggered)
• Errors — records that failed to process, with reason codes
• History — a time-stamped log of every enrollment event

Use this view to verify that automations are firing as expected after initial setup, and to audit activity over time.

---

​

CRM Integration

Automations connect directly to your Salesforce or HubSpot instance. The connection is established during initial CRM setup and uses the same authentication as your broader integration. For Salesforce specifically, microsite delivery automations are configured using Salesforce Flow Builder and Deeto’s Named Credential setup. See the Salesforce Integration Guide for full technical setup instructions. For HubSpot, equivalent workflow triggers can be configured using HubSpot Workflows. See the HubSpot Integration Guide for details.

---

​

Best Practices

Start with one automation, then expand. Configure your highest-impact automation first — typically the post-Closed Won reference recruitment — and validate it end-to-end before adding more. A working automation you trust is more valuable than five automations you’re unsure about. Name automations clearly. Use descriptive names that include the trigger and action, so anyone on your team can understand what an automation does at a glance. Add conditions before going live. Always filter for valid email addresses at minimum. Automations that fire on records without contact data generate errors and create noise in your activity log. Monitor for the first week. After activating a new automation, check the enrollment history daily for the first week to confirm records are processing correctly. Common issues — wrong Named Credential, missing contact data — show up immediately. Coordinate with your CRM admin. For Salesforce in particular, the flow setup requires Salesforce admin access. Loop in your admin early so the integration can be tested before go-live.

---

​

FAQs

---

​

Need Help?

• In-platform: Click the help icon inside your Deeto workspace
• Customer Success: Reach out to your dedicated Customer Success Manager
• Email: support@deeto.ai