Automated mail to CRM contact

[Wessel de Jongh]

I want to add a rule that automates sending an email when ever a task is moved from 'progress' to 'to do'. I would like to link this with atlas CRM so when ever you choose a contact person and company it automatically sends a mail to them. This is how the CRM in connected to the task:

Now the question is how do I send an email to the contact in the issue? I have the automation rule set up like this for now:

I already got an error running this, so I know that {{issue.Contact}} is not correct. But maybe a better question is: how do I use smart values. I feel like there is not a lot of documentation on this to explore the topic. So how would I make sure the mail is send to the correct contact added to the task or/and how do these smart values work in general? Can they also use something from a third party like CRM?

[Dilara Erecek (Avisi Apps) · Accepted solution]

Hi @Wessel de Jongh,

Don’t worry, there’s no need to switch to another CRM or an external service like Zapier 🙂. You can do this pretty easily by copying the email address from Atlas CRM into a Jira issue field using an Atlas CRM automation.Here’s how to set it up:

1. Go to Atlas CRM → Settings → Automations
2. Select the project where the issues live (the ones linked to customers)
3. Create a new automation:
   • Trigger: When a contact is linked to an issue
   • Action: Copy the email address field from Atlas CRM into a text custom field on the issue (make sure this custom field already exists)
     
     

After you save this automation, every time a contact is linked to an issue, thecustom field will be filled in with the email address of the contact. You can then use the automation that you already sent in your screenshot to send the email to the contact.



Simply use the custom field {{issue.customfield_XXXXX}} in the to-field of the send email automation.(The custom field ID depends on your setup—you can find it in Jira's field configuration.)

Atlas CRM doesn’t expose its internal fields as smart values directly, so this is the easiest way to access the contact’s email.

Let us know if you need help finding the field ID or setting up the automation, here's our documentation and support channel.

Groetjes,
Dilara

[Wessel de Jongh]

Thanks @Dilara Erecek (Avisi Apps), this is exactly what I was looking for.

Though I do encounter one problem. When I try to add the custom filed I don't see any that I added to the project. Is there something going wrong? I do have the custom field in the field configuration.

[Dilara Erecek (Avisi Apps)]

Hey @Wessel de Jongh, That’s odd, let's get this sorted quickly.

Could you send us a quick support ticket here with a screenshot or two of what you’re seeing? We’ll keep an eye out for it and jump in as soon as it comes through.

[Wessel de Jongh]

I've added a ticket! Sorry if it is just a misinterpretation or if I missed something that is causing this problem. I hope I can be helped!

[Timo van der Kamp]

@Wessel de Jongh I'm glad we were able to solve the problem that you ran into in support. 

Thank you for reaching out!

[Antonio Panea Pastor]

Hi @Wessel de Jongh ,

Toni from Crmble CRM fo Jira. We have customers doing that already and the way they achieve that was as follows:

- Set up the automation Trigger in Jira as you did.

- Make a Https POST call to a webhook passing all the information you need as Custom Data ({{issue.summary}},{{issue.fields.customfield_10061.displayName}},....)

- The webhook listens so triggers a Zap or Scenario in a platform like make or Zapier will run.

- Next step in the action  will be Calling Crmble API to get all the info of the Conctact (email ).

- In the last step send the email will all the variables and the message you have created directly from your Gmail or Outlook.

Hope it helps! If there is anything else you may need please let me know.

Best,

Toni

[Wessel de Jongh]

Hey Toni,

Thanks for the quick response.

I see that you suggested using Crmble and some other third party application like Zapier. Though I get the ease of implementation of these third parties, I would like to use or add them as little as possible. I believe it creates a lot of overhead and and dependency on other applications.

Now correct me if I am wrong, to my understanding Crmble is another CRM, which I think is a bit much for just one function. Or I would replace atlas CRM with Crmble, but that is also quite some work.

I would like to keep an eye out for other CRM options if we are stuck on the limits of atlas CRM. But my question for now remains, is the mail automation possible with what I have right now? If no, then I do want to ask: What are the option for a solution? Adding Crmble and Zapier is one solution, but is there maybe also something else that reduces the use of third party applications?

Then again, correct me if I misinterpreted your comment or anything that Zapier or Crmble does.