Swivel Automations help streamline repetitive tasks and improve efficiency by automatically triggering actions based on specific conditions.
Automations can be used to send emails and text messages, create tasks, update records, assign users, create opportunities, and more.
Understanding Automation Components
Every automation consists of three parts: Trigger, Condition(s), and Action(s).
Trigger
A trigger determines when an automation begins.
Each automation can have one trigger.
There are two types of triggers: Lifecycle trigger or Date-Based trigger
Lifecycle Triggers
Lifecycle triggers run when a user action or record update occurs within Swivel.
Examples include:
A contact is created
A contact is updated
A note is added to a contact
An opportunity is created
📌 Note: Lifecycle automations do not trigger from imports or bulk updates.
Date-Based Triggers
Date-based triggers run when a specific date stored within a record is reached.
Examples Include:
Birthdate
Appointment Date
Product Effective Date
Product Issued Date
Common Use Cases Include:
Birthday messages
Appointment reminders and/or confirmations
Annual Review reminders
📌 Note: Swivel checks for date-based automations every hour. Depending on when the automation criteria is met, the action may not run immediately. See also Delay Executions.
Conditions
Think of conditions as filters that narrow when an automation should run.
Conditions determine whether an automation should run after the trigger occurs.
Conditions are optional but allow you to create more targeted automations.
Multiple conditions can be added to the same automation.
Examples Include:
Only for Active clients
Only for contacts in a specific state
Only for a specific carrier
Only when a note is created by a member of the Advisor team
Actions
Actions determine what happens when the trigger and conditions are met.
An automation can contain multiple actions.
Each action may also have its own delay.
Examples Include:
Send an Email
Send a Text Message
Create a Task
Add a Tag
Update a Contact Status
Create an Opportunity
Putting It All Together
Example:
Trigger: Contact Note Created
Condition: Note Created By = Advisors Group
Action: Send Email to Manager
Result:
Whenever a member of the Advisors Group adds a note to a contact, Swivel automatically sends an email notification to the manager.
Creating an Automation
Navigate to Automations
Click + New Automation
Enter a name and optional description
Select a Trigger
Add Condition(s) Optional
Configure one or more Actions
Save the automation
Publish the automation
Common Automation Components
Below are some of the most commonly used automation options.
For a complete list of available triggers and conditions, see the Automation Triggers and Conditions Reference Guide.
Common Triggers
Contact Created
Contact Updated
Contact Note Created
Contact Opportunity Created
Appointment Date
Birthdate
Product Effective Date
Product Issued Date
Common Conditions
Contact Category
Contact Status
Tags
Lead Source
Appointment Type
Opportunity Sales Stage
Product Institution / Carrier
Note Created By
Common Actions
Below are some of the most commonly used automation options.
For a complete list of available triggers and conditions, see the Automation Actions Reference Guide.
Common Actions
Send Email
Send Text
Add Task
Add Note
Add Tag
Remove Tag
Assign Agent
Assign Status (contact)
Create Opportunity
Update Opportunity Sales Stage
🔍 Tip: Contact Categories can be updated automatically using the Assign Status action. This is useful for moving contacts through different stages of your workflow as automation criteria are met.
Send Email
Sends an email message to:
The contact who triggered the automation
One or more internal users
Up to 10 custom email addresses
📌 Note: Only active users are available for selection when choosing internal recipients.
Send Text
Sends a text message to the contact.
📌 Note: You must complete the Text Registration process before publishing automations that use the Send Text action. See Start Here - Prerequisites & Setup.
Add Task
Creates and assigns a task to an individual user or group.
Add Tag
Applies one or more tags to the contact.
Remove Tag
Removes one or more tags from the contact.
Assign Agent
Assigns the contact to a selected agent.
Assign Status
Updates the contact's status.
Create Opportunity
Creates a new opportunity and allows you to define the opportunity name, pipeline, sales stage, assigned user, and description.
Update Opportunity Sales Stage
Updates an existing opportunity's sales stage.
Action Delays
Each action within an automation can have its own delay.
Available options include:
No Delay
Minutes After
Hours After
Days After
Same Day Specific Time
Future Day Specific Time
Example
Trigger: Appointment Confirmed
Condition:
Action 1: Send Confirmation Email Immediately
Action 2: Send Reminder Text 24 Hours Later
Action 3: Create Follow-Up Task 2 Days Later
This allows a single automation to perform multiple actions over time.
Reviewing Automation Activity
Automation activity can be reviewed from the Automation Log.
Successful automation runs may display a Via [Record Name] link beneath the related contact.
Select the link to open the record that triggered the automation.
Examples include:
Contacts
Products
Appointments
Marketing Events
Opportunities
📌 Note: The Via link is not displayed for Note or Address-based automations because the related contact already provides the necessary context.
Troubleshooting
My Automation Didn't Run
Verify that:
The automation is active
The trigger event occurred
All conditions were met
The action is configured correctly
Date-based triggers have reached their processing window
My Contact Didn't Receive an Automated Text
Verify that:
The contact has a mobile phone number
The contact has opted into texting
The automation is active
The contact met the trigger criteria
Review the Automation Log for additional details.
My Contact Didn't Receive an Automated Email
Verify that:
The contact has a primary email address
The automation is active
The contact met the trigger criteria
Review the Automation Log for additional details.
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