Rules Overview

Mixmax Rules are a great way to automate additional workflows on top of what Mixmax already delivers. If you need to make sure those common repetitive tasks can get taken care of without you having to give them a second thought, Rules is a great place to start. 

Here's a quick overview of rules in Mixmax:

Basic rules are available on our Growth plan, and advanced triggers and targets, such as Salesforce, are available on our Enterprise plan. 

To access Rules, go your Mixmax dashboard, then click Rules in the sidebar on the left.

Standard Processing Timeline

We understand that timely execution of rules is critical to enabling your workflows to operate smoothly. Rules can be extremely complicated and may be used to perform a significant number of events at a time. We have built our system to be highly scalable and performant, while enabling your data to be secure. Most rules are executed within 10-20 minutes from the time they are triggered.  Occasionally they may take up to 120 minutes, if the rules are extremely complicated or a large amount of data is updated at the same time. This can occur, for example, if automated script or application makes updates across your entire Salesforce instance at one time. 

Getting Started with Rules

Creating a new rule

To set up a new Rule, click on the New Rule button.

You'll then be presented with a series of steps that you need to take to get your rule working.

Every rule follows the same pattern:

Trigger when something happens, check that these Filter conditions have been met, and if they have, perform this Action.

Start by giving your rule a name; this will help you identify it in the future so you can quickly make changes.

Next, you need to set up what this rule actually does.


The rule trigger is the action that will start the rule. Select which activity category in Mixmax you want to be the trigger for this rule:

Some triggers have multiple options, while others do not.  If a trigger has multiple options, you will be asked to select which option you would like to use from a list.  If a trigger only has one option, you will automatically proceed to the next step when you select a trigger. 


Next, you can set some conditions that this Rule needs to meet or not meet in order to continue. This is called the Filter. You can add as many conditions as you like, using any of the options that populate in the dropdown for the particular Trigger you chose above.

Each condition is made up of three parts. For example, if you wanted to check that the subject of an incoming email was sent to a specific email address and that the subject also contained a specific keyword, you would set your conditions up like this:

You also have the option of using a time-based condition called Time of day. This setting allows you to delay the next action until a more appropriate time. For example, if your Then action is to send yourself an SMS alert, but you only want that to happen during business hours, no matter when the When portion of your rules is triggered, you can use this condition to make that happen, as shown in the image below:

Advanced Filters - And/Or Groups

For more complex and precise filter logic, you can create Filter Groups on the Filters step.  Each filter group can contain its own And/Or logic.  When creating filter groups, using the "If ANY of the following are true" option will create an OR filter, while the "If ALL of the following are true" option will create an AND filter.

For example, let's say we want to create a Rule that only triggers when your email is opened three times and only when the email is from either your 'Welcome 1' or 'Welcome 2' sequences. 

To do this, first, we will need to set our filter only to pass when All groups are true. This will create an AND filter for all filter groups under this statement. 

Next, we need to create two filter groups:

Our first group is a single filter for when your email is opened 3 times.

Next, click the Add Group button to start creating our second filter group.

In our second group, we will create two new conditions using the Add Condition button, one for each sequence.  

We will use the "If any of the following are true" option in the second group. This will create an OR filter so the filter will pass if either option is true.  

Our filter now says, "Trigger if my email is opened 3 times AND the email is from the sequence 'Welcome to Mixmax 1' OR the sequence 'Welcome to Mixmax 2' ".


Finally, you need to decide what happens when your trigger and conditions are met. Just like triggers, actions are displayed in categories.  You will only be shown options that are compatible with your current triggers and filters.

You can have your rule take additional actions by clicking the Add Action button. 

Activate your Rule

When you're finished setting up your rule, click the Close and Activate button to save and turn on your rule.

That's it. You're ready to go with the powerful automation that Rules allow you to create. Active rules will have a green toggle switch on your rules list:

Rules for Mixmax Workspace Admins

Mixmax administrators have the ability to view, disable, and delete rules created by members of the workspace. Workspace administrators can also create Workspace rules that apply to all members of the workspace. 

View Rules created by Workspace members

Mixmax admins can view rules created by other members in the workspace. Each member of the workspace is listed in the Members section of the Rules dashboard. Clicking a workspace member's name allows Admins to view any rules they have set up on their account. Additionally, Admins can drill into activity related to each Rule. 

Admins can click the name of a rule to view details of the rule:

Enable/Disable Rules created by Workspace members

Mixmax admins can disable or enable rules created by other workspace members using the toggle switch, as shown in the screenshot below:

Delete Rules created by Workspace members

Mixmax admins can permanently delete rules created by other workspace members. To do this, click the check box next to the rule, then click the delete button.

Example Rules

Example: Send sales collateral prior to a meeting

You can have Mixmax automatically send an email to meeting participants when they confirm a meeting with you.

Say you schedule sales meetings to demo the product. First, create a sequence with a template of what you want to email:

Then set up a rule to automatically send the first stage of the sequence to anyone that confirms a meeting (with  demo in the title):

Trigger: When a meeting is confirmed 

Filter: Title contains Demo 

Action: Add them to sequence

You can even delay sending and/or configure the time of day you want the Demo materials sequence to be sent! Then all you need to do is send your availability using Mixmax. When one of your invitees confirms, they'll automatically be sent the demo materials.

Example: Collect customer information using a poll

If you’re like us and frequently use Mixmax Polls to learn more about a customer’s interest in your services, you often send polls that look like this:

You can set up a rule to automatically email leads interested in  Advertising using a sequence:

Trigger: When someone votes in my poll

Filter: Poll question is What type of lead gen are you interested in?

Filter: Poll Vote is Advertising

Action: Add them to a sequence

Example: Forward urgent emails to your phone

If you’re away from your inbox and someone emails you with urgent in the subject, you can forward the message to your phone via SMS. Don’t want to be disturbed during the day? No problem, use the time of day condition:

Trigger: When I receive an Email

Filter: Subject contains Urgent

Filter: Time of day is between 8am and 9pm

Action: Send an SMS notification

Example: Send notifications to a Slack channel

If you're looking to broadcast activity in Mixmax in a wider way, then sending notifications to Slack is a great option.

You'll first need to authorize Mixmax to send notifications into Slack. You can do this by clicking the Mixmax Integrations link that appears when you select the post in Slack option.

Note: If you are not an Admin of your Slack account, you will need to ask the Admin in your team to authorize Mixmax.

Once you're authorized, you can choose which channel you would like your notifications to be posted in.

Example: Post to a webhook

If you want send the raw JSON event data from any of the triggers in the When section of a Rule to any other service that supports webhooks - such as Zapier, or your own custom code - you can do so using the post to webhook action in the Then section of your Rules setup.

Using Zapier is by far the best way to connect Mixmax to a multitude of other applications via webhooks, so check out the example we created that outlines how to do this.

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