How to Set Up & Manage Automation in BIGContacts

Automation in ProProfs BIGContacts lets you build workflows that automatically execute actions based on triggers or scheduled dates. Instead of manually sending follow-ups, assigning tasks, or tracking milestones, you configure a workflow once and let the system handle it going forward.

For example, a sales team can set up a workflow that triggers every time a new contact is added. The system automatically sends a welcome email and assigns a follow-up task to the right rep — no manual handoff needed.

This article walks you through enabling automation access, building your first workflow, and managing existing automations.

Enabling Automation Access 

Before creating workflows, you must enable Automation access for the appropriate user role.

Step 1: Navigate to Users

• Click Admin from the left sidebar navigation menu. From the dropdown menu, select Users.

• On the Users page, click Users to view the user list.
   

Step 2: Open the Role Settings

• In the Users table, locate the Role column.

• Click Administrators (or the relevant role) to modify its permissions.
   

Step 3: Proceed to Manage Access

• On the Update User Role page, click Next to move to the Manage Access section.

Step 4: Enable Automation Settings

• In Manage Access, open the Module Access section.

• Enable Automation Settings.

• Click Next.

• Click Update User Role to save the changes.

Once enabled, users assigned to that role will have access to the Automation section and can create and manage workflows as permitted.

Setting Up Automation in BIGContacts

Step 1: Navigate to Automation

Log in to your BIGContacts account.

From the main dashboard, go to the Automation section.

Step 2: Click Create Workflow

Click Create Workflow to begin setting up a new automation.

After clicking this option, you will see:

• A list of available pre-built workflow templates

• An option to create a workflow from scratch
   

If a template matches your requirement, you can select it to save time. To build a completely custom workflow, click Create (from scratch).

Step 3: Configure Workflow Details

After clicking Create (from scratch), a pop-up window appears. Here, you must:

• Select the Module (for example, Contacts, Opportunity)

• Enter an Automation Name

• Add a brief Description (optional but recommended)
   

Selecting the correct module is important because it determines which triggers and actions will be available in the workflow.

Once done, click Save to proceed to the workflow builder.

Step 4: Select a Trigger

In the workflow builder, select the event that initiates the automation. You can select from two main types of triggers:

1. Event-Based Triggers

These run when a specific action occurs, such as:

• When a contact is created

• When a contact is updated

• When status changes
   

After selecting any of the above options, you will see the checkbox:

• Repeat this workflow whenever a contact is created or edited.

Enable this option if you want the automation to run each time the selected record action occurs. If left unchecked, the workflow will run only once per record based on the defined trigger.

2. Time-Based Trigger – On a Date/Time

Select On a Date/Time to run the automation based on a specific date field. After selecting this option:

• Choose the relevant date field

• Specify whether the workflow should run:

  • On the exact date

  • Before the date

  • After the date

• Define the time offset (if applicable)

Choose the trigger that aligns with your workflow objective. Once selected, the trigger is automatically added to the workflow builder. You can then proceed to add conditions (if required) or define actions.

To refine your automation, click Next and select Condition.

Step 5: Add a Condition

In the condition configuration panel:

1. Select a field from the dropdown (such as First Name, Email, Status, Owner, Created Date).

2. Choose the appropriate operator (e.g., equals, contains, is not, etc.).

3. Enter or select the required value.

Example condition:

Trigger: When a contact is created
Condition: Status equals “New” AND Owner is not empty

After saving, the condition block is added to the workflow canvas.

Step 6: Add an Action

To define what should happen when the trigger (and conditions, if any) are met, click the “+” icon and select Action.

A list of available action types will appear. Click on the desired action (for example, Send Email or Create/Assign Task).

After selecting an action, a configuration panel opens where you must:

• Complete the required fields.

• Provide the necessary details (such as selecting an email template or entering task information).

• Click Save Action.

Example: Send Email Action

If you select Send Email, a sidebar panel appears where you must:

• Enter the Email Name

• Select an existing Email Template

Under Select Template, you can:

• Choose from available templates in the list

• Click Add Template to create a new email template directly from this panel

Once the new template is created, it becomes available for selection within the same template list. After completing the required details, click Save Action to add the action to the workflow canvas.

Step 7: Review and Configure Details

Review the trigger, conditions, and actions to ensure everything is set correctly. Make sure:

• Email templates are correctly selected

• Task details are clearly defined

• Assignment settings are accurate

Step 8: Activate the Automation

Once configured, click Save Workflow to activate the automation. 

Your workflow will now run automatically whenever the selected trigger conditions are met.

Managing Existing Automation

From the Automation dashboard, you can:

• Edit an existing automation

• Set it as active or inactive

• Delete it

• Review automation settings

This gives you complete control over your automated workflows.

Best Practices

• Keep automation simple and focused.

• Use clear naming conventions (e.g., “New Lead – Welcome Email”).

• Test with a sample contact before activating.

• Avoid overlapping automation that may trigger duplicate actions.
   

That’s all about creating and managing Automation in ProProfs BIGContacts. Please contact our support team if you encounter any issues or questions.