Overview

WebToq Automation reduces manual work by creating automated workflows, trigger-based actions, and multi-step sequences to ensure consistent follow-ups and efficient business operations.

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1. Understanding Automation

What It Is

The Automation tab enables businesses to design workflows that automatically execute tasks based on predefined triggers, streamlining daily operations and lead management.

Why It Exists

Automation improves efficiency, ensures timely responses, and maintains consistency across all communications and business processes.

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2. Accessing Automation

1. Log in to your WebToq account.
2. From the left-hand menu, click Automation.
3. You will see:
   • Workflow library
   • Triggers
   • Existing automation sequences

Expected Outcome:
You are now in the workflow management interface, ready to create or modify automations.

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3. Workflow Builder

What It Does

The Workflow Builder allows step-by-step creation of automated processes.

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How to Create a Workflow

1. Click Create Workflow.
2. Enter a name for the workflow (e.g., Lead Follow-Up Sequence).
3. Add steps sequentially:
   • Step 1: Trigger (e.g., New Lead Added)
   • Step 2: Action (e.g., Send Email or SMS)
   • Step 3: Task Assignment (e.g., Assign follow-up to a team member)
4. Review the workflow visually in the builder.
5. Click Save and Activate.

Expected Outcome:
The workflow is live and ready to execute automatically based on defined conditions.

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4. Trigger-Based Actions

What It Does

Triggers initiate automations when specific events occur.

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Common Triggers

• Form Submission – Executes when a customer submits a form
• Appointment Booking – Starts actions when a booking is confirmed
• Pipeline Stage Change – Initiates follow-ups when a deal moves stages

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How to Add a Trigger

1. Open your workflow in the Automation tab.
2. Click Add Trigger.
3. Select an event type from the list.
4. Define any conditions (e.g., specific form or pipeline stage).
5. Save the trigger.

Expected Outcome:
The workflow will automatically start whenever the trigger conditions are met.

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5. Multi-Step Sequences

What It Does

Multi-step sequences allow combining multiple actions into one workflow to ensure consistent and timely follow-ups.

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How to Build a Multi-Step Sequence

1. Within a workflow, click Add Action.
2. Choose an action type:
   • Send Email
   • Send SMS
   • Create Task
   • Wait/Delay (e.g., wait 2 days before next action)
3. Repeat to add as many steps as needed.
4. Click Save after completing all actions.

Expected Outcome:
Contacts automatically progress through a predefined series of steps, ensuring no follow-up is missed.

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6. Daily Workflow Using Automation

1. Open Automation at the start of the day
2. Review active workflows for performance or adjustments
3. Create new workflows for recurring processes
4. Assign triggers and define multi-step sequences
5. Monitor workflow execution and troubleshoot any errors

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7. Best Practices

• Map out business processes before creating workflows
• Test workflows before activating them live
• Use clear naming conventions for workflows and triggers
• Monitor automated sequences to ensure proper execution
• Combine actions thoughtfully to avoid over-automation

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8. Common Mistakes to Avoid

• Creating overly complex workflows that are hard to maintain
• Missing trigger conditions or incorrect logic
• Forgetting to test sequences before activation
• Ignoring workflow analytics and optimization

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Summary

WebToq Automation enables businesses to create trigger-based, multi-step workflows that streamline operations, reduce manual work, and ensure consistent follow-ups across the sales and marketing process.