Smart Automations

Smart Automations let you automatically update lead statuses when contacts move between pipeline stages, and vice versa. Instead of manually updating both the stage and the status every time, you set up rules once and DmTracker handles the rest. This guide covers how to create, manage, and understand automations.

Smart automations are simple "when X happens, do Y" rules that connect your pipeline stages and lead statuses. They eliminate manual busywork and keep your data consistent across the team.

For example: when a rep drags a contact to the "Closed" stage, an automation can automatically set their lead status to Won. No extra clicks, no forgotten updates.

Only Admins and Owners can create, edit, enable/disable, or delete automations. All team members benefit from automations running in the background, they just cannot configure them.

You'll see a list of your current automation rules with their status (enabled or disabled).

Trigger: A contact's pipeline stage changes
​Action: Their lead status is automatically updated

Example rules:

This is the most common type. It ensures that when reps move contacts through the pipeline, the lead status stays accurate without extra work.

Trigger: A contact's lead status changes
​Action: They are automatically moved to a specific pipeline stage

Example rules:

This type is useful when statuses are updated from outside the pipeline view, for example, via the contact details page or the API, and you want the pipeline board to stay in sync.
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Tip: Start with the two most common automations: "Closed → Won" and "Lost → Lost." These cover the majority of end-of-funnel updates and immediately reduce manual work for your team.

Disabled rules are saved but do not trigger. This is useful for temporarily pausing an automation without deleting it.

Deleting a rule is permanent. It does not undo any changes the rule already made — those changes remain in the contacts' activity logs.

When a triggering event occurs, the automation runs immediately and applies the action. Here's what happens behind the scenes:

If you delete a pipeline stage that is referenced in an automation rule, that rule is automatically removed. You'll see a warning during the stage deletion process listing any automations that will be affected.

Cover your final stages. At minimum, set up automations for your "win" and "loss" stages to automatically update lead status. This is the highest-value automation for reporting accuracy.

Keep rules simple. Each rule should do one thing. Avoid trying to build elaborate multi-step workflows — that's not what smart automations are designed for.

Communicate with your team. Let your reps know which automations are active. If a rep notices a contact's status changed "on its own," they should understand that an automation rule caused it. The activity log will always confirm this.

Audit your rules periodically. When you change your pipeline stages, review your automations to make sure they still make sense. Renamed stages update automatically, but new stages may need new rules.