Manager ApplicationRobots

Introduction to Robots

By April 22, 2020 December 2nd, 2020 No Comments

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Introduction to Robots

How robots enhance Playbooks and interact with your CRM

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. Before you begin creating your Robots, it is helpful to have a process map of your Lead and Contact flow. Review your process and consider the Plays to be used in each step of the funnel.

Attention: You should not expect step-by-step instructions for building a Robot in these articles. Any examples in this article are intended to illustrate concepts and may not apply to your specific CRM or sales process. We recommend you complete the Play Maker Course entirely before attempting to create a Robot.

Related Course: Play Maker Course
For more information on Robots, take the Play Maker Course at XANT University.

Who Can Use Robots

Understanding Robots is valuable for anyone contributing to the Playbooks strategy including managers and possibly some Playbooks users. However, in order to create Robots, you must first have the “Manage Robots” permission. This permission should be limited to CRM Administrators or individuals with expert knowledge of their CRM and Sales process. This is because Robots are powerful tools that can alter your CRM records and affect your sales process.  It is strongly recommended that individuals should complete the Play Maker course on XANT University before receiving the “Manage Robot” permission.

Related Article: Manage Permission Groups
For more information on how to turn on the “Manage Robot” Permission, click this message to be taken to Manage Permission Groups.

Where to find Robots

Robots can only be accessed from the Playbooks Manager App. Simply go to the Robots tab, then to create a new Robot, click the yellow plus sign.

Anatomy of a Robot

To create a Robot, you must fill out each field on the New Robot tab.

The fields in the New Robot tab include:

  1. Robot Name – Determines the title that appears in the Robot tab once a  Robot is created. It’s best practice to name each Robot with the type of record it targets first followed by what it does (ex. Lead – Top Scored – Add to New Lead Play).
    NOTE: If the name is too long when viewing Robots in the Manager app, hover over the name to see the full name or zoom out the view in the Chrome window. 
  2. Filter Criteria – Establishes the criteria used to identify the records affected by the Robot. More information on this can be found in the Robot Filtering Criteria article.
  3. Actions to Complete – Specifies what actions the Robot will take. More information on this can be found in the Robot Action and Testing article.
  4. Test the Robot – Allows you to see how many records will be impacted by the Robot before switching the Robot live. More information on this can be found in the Robot Action and Testing article.

How Robots Interact with Your CRM

Robots query your CRM to search for records that meet the filter criteria. Robots will query your CRM every 10 minutes by default unless it is an Immediate Response Robot. If you would like Robot queries to run less frequently, reach out to your CSM and request they change your Robot’s runtime interval. You can lower API usage by having Robots run every 20 or 60 minutes instead of every 10. Immediate response Robots will not be impacted by changed the Robot query runtime. More information on Immediate Response Robots can be found in Robot Filtering and Robot Action and Testing.

Due to API limitations, query results are maxed out at 2,000 records per user. This means, even if a user has 5,000 records that fit the criteria, the most any one Robot will action for that user is 2,000 records every 10 minutes. The query result max will be the same no matter what the query runtime is. If you have your Robots set to run every 60 minutes, each Robot will still be maxed out at 2,000 records per query.

Note: Updating Robot runtime is a per-org setting. Once the runtime is changed, all Robots will run at that interval. You can’t change the runtime for only one Robot.  

Think of the Big Picture with Robots

Before creating Robots, you should think about how to weave multiple Robots into your process. The example Play Flow below illustrates how three Robots have been incorporated into a sales process and combined with three Plays. Review your own process to figure out where Robots will be most helpful.

For more information, check out the other Robot Articles and the Play Maker Course on XANT University.

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