Mixmax Rules free up your time and take care of common repetitive tasks. Rules allow you to automate additional workflows on top of what Mixmax delivers by default.
You can manage Rules in the Rules section of the Mixmax web app.
Adding a new Rule
To create a new Rule, click the +New Rule button.
Next, you will need to go through a series of steps to get your rule working.
Every rule works according to the same pattern:
Trigger when something occurs, make sure that certain Filter conditions are met, and if yes, perform the selected Action.
First of all, enter the name of your new rule in the top left corner of the window so that, in the future, you can easily identify it and make changes.
Next, set up what triggers the rule to make it work.
Trigger
The rule trigger is the action that starts the rule. Select one of the trigger apps to decide what kind of Mixmax or 3rd-party app activity you want to trigger this rule:
Some trigger apps have multiple options, but not all of them. If a trigger includes multiple options, then you will be prompted to select the option you would like to use. If a trigger has only one option, you will be moved on to the next step after you select a trigger.
Filter
Next, set up some conditions that your Rule needs to meet or not meet in order to work, i.e., the Filter. You can add as many conditions as you need. Simply select any of the drop-down options that correspond to the particular Trigger you selected above.
There are three parts in each Filter.
Example: Say you want to make sure a certain incoming email was sent to a specific email address and that its subject contained a specific keyword. Simply set up your conditions as displayed in the screenshot below:
You can also use a time-based condition called Time of day. With this setting, the next action can be delayed until a more appropriate time.
Example: If you select sending yourself an SMS alert as the Rule Action, but you only want to receive alerts during business hours, regardless of when the Rule is triggered, you can use the Time of Day condition for that, as displayed in the image below:
Filter Groups
For even more complex filter logic, you can add Filter Groups on the Filters step. Each filter group can have its own And/Or logic. When adding filter groups, if you select If ANY of the following are true it will result in an OR filter, while If ALL of the following are true will result in an AND filter.
Example: Let's say you want to create a Rule that triggers when your email is opened three times and only when the email belongs to either your 'Welcome to Mixmax 1' or 'Welcome to Mixmax 2' sequences.
To set this up, you will need to first select a filter only to pass when All filter groups are true. This will result in an AND filter for all filter groups below this statement.
Next, create two filter groups:
The first group will be a single filter for when your email has been opened three times (described above).
Then, click Add Group to create your second filter group.
In the second group, create two new conditions by clicking Add Condition, one for each sequence.
Use If any of the following are true in the second filter group. This will result in an OR filter, so the filter will pass if either of the options is true.
Your filter now says: "Trigger the rule if my email is opened three times AND the email is from the sequence 'Welcome to Mixmax 1' OR the sequence 'Welcome to Mixmax 2'."
Action
Finally, decide what should happen when your rule triggers and conditions are met. Just like trigger apps, action apps are displayed in categories. You will only see the options that are compatible with your configured triggers and filters.
You can add more than one action for your rule by clicking Add Action.
Activating your Rule
When your rule is set up, click Activate and Close at the bottom right to save and enable your rule.
That's it! Enjoy the powerful automation that the Mixmax Rules provide.
You can quickly enable and disable rules by toggling the Status switch (its color is defined by the theme you select in the General settings) next to each rule:
Rules examples
Here are some more real-life Rules examples that can make your life much easier:
When an SDR books a meeting for you, you receive a Slack notification
To set up this Rule, select the following elements:
Trigger app: Meeting
Meeting action: My meeting is confirmed
Filter: select according to your own preferences
Action app: Slack
Slack action: Send channel message
When someone opens your email 3 times, you receive a Slack/Email notification
Trigger app: Email
Email action: My email is opened
Filter: Total number of times opened equal to 3
Action app: Slack/Email
Slack action: Send channel message
or
Email action: Create a draft of the email notification that you will receive
When an Opportunity hasn't been contacted in 10 days, you receive a Slack/Email notification
Trigger app: Salesforce
Salesforce action: Number of days before/after a date field on an Opportunity
Filter: 10 days after Last Activity
Action app: Slack/Email
Slack action: Send channel message
or
Email action: Create a draft of the email notification that you will receive
You're almost done! Just one chapter left. Let's go!