How to Set Up Automations Instantly with Load Default Automation in Horilla CRM

Automation is among the most impactful capabilities offered by a CRM system. It removes repetitive manual tasks, ensures timely communication, and keeps workflows running consistently without constant intervention. Horilla CRM simplifies this with the Load Default Automation feature.

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Instead of configuring every automation rule from scratch, this feature provides pre-built automation configurations that can be loaded in just a few clicks. These defaults cover common scenarios and come with trigger settings, delivery channels, and mail templates already configured.

Navigating to the Automation Section

To access this feature, go to the Automations section.

Navigation Path

• Go to Settings from the main navigation
• Navigate to Automations
• Click on Mail and Notifications

This opens the Automation List View, showing all configured automations.
If no automations are available, an empty state is displayed along with a Load Automation button to help users begin quickly.

What Are Default Automations?

Default automations are pre-defined configurations bundled with Horilla CRM modules. They are stored in structured files and become available in the Load Automation modal without additional setup.

Each default automation includes:

• A descriptive title
• Target module or model
• Trigger type (when it fires)
• Delivery channel (how it is sent)
• Linked mail template
• Dynamic recipient field references
• Active status (enabled immediately after loading)

These automations are not created automatically—they are loaded on demand, giving users full control.

Accessing the Load Default Automation Feature

Option 1 — From Empty State

If there are no automations available, a Load Automation button is displayed at the center of the page.

Click it to open the modal directly.

Option 2 — From Navbar Actions

When automations are already available:

• Click the Actions menu located in the top bar.
• Select Load Automation

Both options open the same modal.

The Load Automation Modal

Mail Server Selection

• A Mail Server dropdown appears at the top
• Selecting a mail server is mandatory
• Only configured mail servers for the company are shown
• The selected server is used for all created automations

Automation List

• Displays all available default automations
• Each has a title and a checkbox
• A Select All option allows bulk selection
• Shows an indeterminate state when partially selected

Creating Selected Automations

• Select a mail server.
• Choose desired automations
• Click Create

Horilla creates the selected automations in the database. The modal closes automatically, and the Automation List is refreshed.

If an automation with the same title exists, it is skipped to prevent duplication.

Built-in Automations Available

Create Automation for Users

• Trigger — Activates when a new user account is created
• Target Module — Horilla User model
• Recipient — Newly created user’s email
• Delivery Channel — Email
• Purpose — Sends a welcome or onboarding email automatically

This ensures every new user receives communication immediately after account creation.

How Automations Trigger After Loading

Once loaded, default automations are active and begin firing based on their configured trigger.

Supported trigger types include:

• On Create — When a new record is created
• On Update — When a record is modified
• On Create or Update — Both actions
• On Delete — When a record is removed
• Scheduled — At a defined time relative to a date field

Default automations use the predefined trigger without requiring manual setup.

Mail Templates and Default Automations

Each automation is linked to a mail template for message content.

• If required templates do not exist, Horilla creates them automatically
• This ensures automations are immediately functional
• Created templates can be reused for other automations

Key Benefits of Load Default Automation

• Immediate productivity — Ready-to-use automations from day one
• No duplicates — Existing automations are skipped
• Mail template bundling — Templates created automatically
• Dynamic recipients — Works across all users and companies
• Fully customizable — Can be edited anytime
• Permission-controlled — Secure access
• Instant activation — Starts working immediately

The Load Default Automation feature in Horilla CRM provides a fast way to set up automation workflows. Instead of manually configuring triggers, templates, and recipients, users can load pre-built automations in a single step.

With automatic template creation, dynamic recipient handling, and duplicate prevention, this feature ensures a smooth and efficient automation setup from the start of any Horilla CRM deployment.