Basic Rules are available on the Mixmax Growth plan and above. Advanced Rules are available on the Enterprise plan only. Check out our pricing page for more information.
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.
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 to your Mixmax web app, then click Rules in the sidebar on the left.
Standard processing timeline
We understand that timely rule execution 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 of being triggered. Occasionally, however, 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 an 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 the New Rule button.
You'll then be presented with a series of steps 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 and quickly make changes.
Next, you need to set up what this rule actually does.
Trigger
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.
Please note that the following triggers are currently not supported for Outlook-based users:
Reminder
Meeting > "A meeting starts"
Meeting > "A meeting ends"
Poll
Filter
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.
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.
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:
Please note that the following filter is currently not supported for Outlook-based users:
"I’m scheduled to meet with them"
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.
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 create 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' ".
Action
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.
Please note that the following action is not supported for Outlook-based users:
Email >“Filter message in Gmail"
You can have your rule take additional actions by clicking the Add Action button.
Please note that currently, when using the Rule Email trigger "Opened an email", there are certain limitations for Outlook-based users:
When an email is sent to multiple recipients, a rule with this trigger will perform the action only for the first person in the To field, even if it wasn't the first recipient who opened the email.
Since the rule cannot define which recipient opened the email, the action may be triggered incorrectly for someone who did not actually open the email.
Activate your Rule
When you're finished setting up your rule, click the Activate and Close 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 toggle switch (its color depends on the theme you selected in Settings) 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 and then the Delete button.
Check out our Rules Library for multiple real-life examples of Mixmax Rules!