Creating a Robot

Overview

Robots are powerful tools that help Playbooks users, managers, and administrators automate common administrative tasks in Playbooks and your CRM. Robots interact with your CRM to search for records that meet specific criteria and perform a predetermined action on that record. In this guide, you will learn how to set up a new Robot.

Information

To Create a Robot

1. Open the Playbooks Manager Application.
   
   
2. Click on the Robots tab.
   
   
   
   
3. Click “Create a Robot to get started” or the yellow “+” button in the top right corner.
   
   
   
   
4. Give your Robot a name.
   
   Recommendation: start with the record type then describe what the Robot does. Include descriptors like funnel stage, Play name, and teams affected. Example: Account - Add to 90 Day Renewal Play
5. Select the Included Teams that will be affected by this Robot. Records will be removed from or added to their instance of Playbooks based on this Robot.
   
   
6. Select the CRM Mapping to establish the record object which will be evaluated (Account, Case, Contact, Lead, or Opportunity), and the User lookup field describing whose Playbooks account will be impacted.
   
   
   
   
7. Set the criteria for when this robot will run. You can use up to 8 rules.
   
   Robots can use Salesforce field values as the criteria. For example, you can select the "Owner ID" field and enter a user's Salesforce ID. You can also use the "Owner Name" field which should work with the name of this user.
8. Set an Action to be performed when the criteria is met. Your options are to add or remove records from a Play, remove them entirely from Playbooks, mark the Play successful and remove from Playbooks, or trigger an Attention Required Notification.
   
   If you select “Add to Play” you get a bonus option of reversing this action when the criteria is no longer met.
9. Switch the Allow Action to Repeat setting to ON (Yellow) to enable a record to execute the robot multiple times.
   
   
   
   
   Any chosen action can use this Allow Action to Repeat setting. Without this setting turned on, a record will only qualify for a Robot once.
10. Click TEST THIS ROBOT to examine and validate the number of records that currently qualify for the rule.
    
    It is recommended that you keep the total number of records enrolled in Playbooks to fewer than 2K records to avoid browser and computer slowness. Robots will run every 10 minutes looking for records that qualify.
    When you validate the robot (by clicking TEST THIS ROBOT) and it finds records, it doesn't necessarily mean these records now have to be processed by the robot.
    The validation is done on the CRM only, it doesn't validate criteria on Playbooks (like the record must be shared, allow action to repeat is on, ...). So even if you see a record count greater than 0 when testing a robot, that number is just the number of records meeting the CRM criteria in your CRM. Once the additional Playbooks side validations are added, it may not have anything to process. The "Last Run" of a Robot reflects the last time when the robot had records to actually action!
11. Click SAVE.
    
    
12. Prioritize your Robots so they fire in the correct sequence by dragging and dropping in the correct order.