Admin: Assistant Rules
Overview
Spiro Assistant Rules let admins define how Spiro monitors data and takes action.
Assistant Rules can:
- Notify team members when companies, contacts, or opportunities meet specific conditions, such as stalled deals or lack of recent activity
- Automatically update fields in Spiro based on events, for example marking a company as a customer when an opportunity is won
Rules are configurable without code and can be tailored to different teams or workflows. For example, sales teams might focus on stalled opportunities, while support teams track inactive customers or open issues.
How to build Assistant Rules
To get started, go to Settings > Assistant Rules and click on the New button:
Below is a description of each field:
Rule Name: A descriptive name to help you find the rule later.
Entity: The main object the rule applies to (Companies, Contacts, Opportunities, etc.). If the rule updates fields, choose the entity where those fields live.
User Group: The group of users who will be notified when the rule triggers. In most cases, this refers to the owner of the selected entity. Most teams use all users unless they need to target a specific group.
Folder: Optional. Use folders to organize rules. This can be changed later.
User Picker: Used to notify someone other than the record owner. For example, notify an inside salesperson instead of the company owner.
Description: A longer text field to help distinguish rules when viewing the full list.
Create Your Criteria
Criteria are how you tell Spiro when the Assistant Rule should be triggered:
These Criteria include options like:
- “No activity in 7 days”
- “Opportunity marked Closed Won”
- "Status" field = "Customer"
To add new Criteria, select New and use the Criteria wizard to select the conditions you need. Please note that you can add multiple criteria, and they must all be successful for the Assistant Rule to trigger.
Choosing the right criteria is critical to make sure that your Assistant Rule works properly. Feel free to reach out to support@spiro.ai or your CSM if you need assistance the first few times.
Once your criteria is set, use the Simulation tab to show the records that meet the criteria, so you can make sure the criteria is set properly.
Set up Notifications
In many, but not all, circumstances, you want the Spiro Assistant to notify users when Assistant Rules are triggered. These might include:
- When a customer has not placed an order within 30 days
- When an opportunity hasn't had any activity in the past two weeks
- If a ticket hasn't been resolved in the past 3 days
Admins can configure how users receive these notifications. Please note that users can also set their notification preferences, and these notifications may not be delivered if the user has disabled them. In the case of an email notification, you can write a custom email and include merge criteria from the record that has triggered the Assistant Rule.
Please also note that the user who will receive the notification will be the owner of the record unless you specify another user contact in the User Picker.
Set up Actions
In many, but not all, circumstances, you want the Spiro Assistant to update fields in Spiro when Assistant Rules are triggered. These might include:
- changing the Sales Stage to Quoted when a quote is generated
- changing the Status field of a company to be Customer when an opportunity is marked "Closed Won"
In the example above, when the Assistant Rule is triggered, the Status field will be updated to New.
IMPORTANT: Please note that Spiro will update fields for all records that meet the criteria, including ones that were created in the past. This means that our hypothetical Assistant Rule that changes the Status field of companies to Customer based on "Closed Won" opportunities will look at all historic opportunities and change the customer records. Because of this, we recommend adding date-based criteria such as "If Close Date is after [today's date]".
Set up Value Calculation
Setting up Values in the assistant tab can show your team members what they might be missing by not taking an action. Assistant Rules show the Value of alerts in three places in Spiro: the Assistant Tab, the Dashboard and inside of Company, Opportunity and Contact records:
This is used to prioritize alerts by dollar impact. Admins can use fields in Spiro to assign a dollar value to each Assistant Rule.
In the example above the admin has assigned the average order amount to be displayed when the Assistant Rule is triggered. This is part of the Low Order Customer Assistant Rule, and the sum of these Values are displayed on the Dashboard (above) showing the user that they are missing out on $98K worth of potential orders.
Determine Where Your Assistant Rule Should Be Displayed
Before you turn your Assistant Rule on, you should be thoughtful about where any alerts related to this rule should be shown.
In the cases where Spiro is updating data for you automatically, we recommend that you do not display the Assistant Rule at all and leave all display options off.
You can have Assistant Rule alerts appear in all or any of these locations in Spiro:
Show on Dashboard: Useful if you want users to see the records that have met the criteria and take action.
Show on Assistant Tab: Critical if you want the user to take action based on the Assistant Rule. Will also show on the mobile app's Assistant section.
Show on Routes: When looking on the map and planning a Route, it may be helpful for users to know if certain Assistant Rules like "Low Order" have been triggered.
Show in Details & Lists: This enables the Assistant Rule alert to show when drilling into one particular Company, Contact, or Opportunity. This is helpful when users are researching.
Once you have set the display rules, don't forget to turn your Assistant Rule on!
Determine How Your Rules Are Displayed
Using the Colors & Icons section, you can change the appearance of the Assistant Rules alerts throughout Spiro:
In Summary
Assistant Rules automate data updates and surface actions users need to take. Start with a few focused rules and expand as needed.