Kantos

Kantos Automations let you build powerful workflows that trigger automatically when events occur in your CRM. Send emails, update records, call webhooks, and more—all without writing code.

Work Smarter, Not Harder

Automations handle repetitive tasks so your team can focus on what matters. From simple email notifications to complex multi-step workflows, automate it all.

How Automations Work

Every automation consists of three parts:

Trigger - The event that starts the automation (e.g., record created)
Conditions - Optional rules that must be true for the automation to run (e.g., status equals "new")
Actions - What happens when the automation runs (e.g., send email, update field)

Creating Your First Automation

Navigate to Automations

In your Kantos dashboard, click "Automations" in the sidebar.

Create New Automation

Click the "Create Automation" button in the top right.

Name Your Automation

Give it a descriptive name like "Send Welcome Email to New Leads".

Configure Trigger

Select what event should trigger this automation.

Add Conditions (Optional)

Set any conditions that must be met.

Add Actions

Choose what should happen when the automation runs.

Save and Activate

Save your automation and toggle it to "Active".

Trigger Types

Automations can be triggered by various events:

Trigger	Description	Use Case
Record Created	Fires when a new record is created in an object	Welcome emails, assignment notifications
Record Updated	Fires when any field in a record changes	Status change notifications, data sync
Field Changed	Fires when a specific field changes value	Deal stage progression, lead scoring
Record Deleted	Fires when a record is deleted	Cleanup tasks, audit logging
Schedule	Fires on a recurring schedule	Daily reports, reminder emails
Webhook Received	Fires when an external webhook is received	Third-party integrations

Conditions

Conditions let you filter when automations should run:

{
  "conditions": {
    "match": "all",
    "rules": [
      {
        "field": "status",
        "operator": "equals",
        "value": "new"
      },
      {
        "field": "lead_source",
        "operator": "is_not_empty"
      },
      {
        "field": "email",
        "operator": "contains",
        "value": "@"
      }
    ]
  }
}

Available Operators

Operator	Description
`equals`	Exact match
`not_equals`	Not an exact match
`contains`	Contains the value (text)
`not_contains`	Does not contain the value
`starts_with`	Starts with the value
`ends_with`	Ends with the value
`is_empty`	Field has no value
`is_not_empty`	Field has a value
`greater_than`	Greater than (numbers/dates)
`less_than`	Less than (numbers/dates)
`in`	Value is in a list
`not_in`	Value is not in a list

AND vs OR Logic

Use "match": "all" for AND logic (all conditions must be true), or "match": "any" for OR logic (at least one condition must be true).

Action Types

Actions define what happens when an automation triggers:

Send Email

Send an email using a template with dynamic variables:

{
  "type": "send_email",
  "config": {
    "template_id": "tmpl_welcome_email",
    "to": "{{record.email}}",
    "variables": {
      "name": "{{record.name}}",
      "company": "{{record.company}}"
    }
  }
}

Update Record

Update fields on the triggering record:

{
  "type": "update_record",
  "config": {
    "fields": {
      "status": "contacted",
      "last_contacted_at": "{{now}}",
      "follow_up_count": "{{record.follow_up_count + 1}}"
    }
  }
}

Create Record

Create a new record in the same or different object:

{
  "type": "create_record",
  "config": {
    "object_definition_id": "obj_def_tasks",
    "data": {
      "title": "Follow up with {{record.name}}",
      "due_date": "{{date_add(now, 3, 'days')}}",
      "related_record_id": "{{record.id}}"
    }
  }
}

Send Webhook

Send data to an external URL:

{
  "type": "webhook",
  "config": {
    "url": "https://api.example.com/webhook",
    "method": "POST",
    "headers": {
      "Authorization": "Bearer {{secrets.api_key}}",
      "Content-Type": "application/json"
    },
    "body": {
      "event": "new_lead",
      "lead_id": "{{record.id}}",
      "email": "{{record.email}}"
    }
  }
}

Wait/Delay

Pause before executing the next action:

{
  "type": "wait",
  "config": {
    "duration": 24,
    "unit": "hours"
  }
}

Conditional Branch

Execute different actions based on conditions:

{
  "type": "branch",
  "config": {
    "conditions": [
      {
        "if": {"field": "deal_value", "operator": "greater_than", "value": 10000},
        "then": [{"type": "send_email", "template": "high_value_alert"}]
      },
      {
        "else": [{"type": "send_email", "template": "standard_notification"}]
      }
    ]
  }
}

Variables & Templates

Use double curly braces to insert dynamic values:

Record Fields

{{record.field_name}}     - Access any field on the record
{{record.id}}             - The record's unique ID
{{record.created_at}}     - When the record was created
{{record.updated_at}}     - When the record was last updated

Date Functions

{{now}}                           - Current timestamp
{{date_add(now, 7, 'days')}}      - 7 days from now
{{date_format(record.date, 'MMM D, YYYY')}}  - Formatted date

Text Functions

{{upper(record.name)}}            - UPPERCASE
{{lower(record.email)}}           - lowercase
{{trim(record.notes)}}            - Remove whitespace
{{truncate(record.message, 100)}} - First 100 characters

Automation Examples

Welcome Email Sequence

{
  "name": "New Lead Welcome Sequence",
  "trigger": {
    "event": "record.created",
    "object": "obj_def_leads"
  },
  "actions": [
    {
      "type": "send_email",
      "template": "welcome_email"
    },
    {
      "type": "wait",
      "duration": 2,
      "unit": "days"
    },
    {
      "type": "send_email",
      "template": "follow_up_email_1"
    },
    {
      "type": "wait",
      "duration": 3,
      "unit": "days"
    },
    {
      "type": "branch",
      "conditions": [
        {
          "if": {"field": "status", "operator": "equals", "value": "new"},
          "then": [
            {"type": "send_email", "template": "follow_up_email_2"}
          ]
        }
      ]
    }
  ]
}

Lead Scoring

{
  "name": "Update Lead Score",
  "trigger": {
    "event": "record.updated",
    "object": "obj_def_leads"
  },
  "actions": [
    {
      "type": "update_record",
      "fields": {
        "lead_score": "{{
          (record.has_company ? 20 : 0) +
          (record.has_phone ? 15 : 0) +
          (record.page_visits > 5 ? 25 : 0) +
          (record.email_opened ? 20 : 0) +
          (record.link_clicked ? 20 : 0)
        }}"
      }
    }
  ]
}

Slack Notification

{
  "name": "Notify Sales on High-Value Lead",
  "trigger": {
    "event": "record.created",
    "object": "obj_def_leads"
  },
  "conditions": {
    "match": "all",
    "rules": [
      {"field": "estimated_value", "operator": "greater_than", "value": 10000}
    ]
  },
  "actions": [
    {
      "type": "webhook",
      "config": {
        "url": "{{secrets.slack_webhook_url}}",
        "method": "POST",
        "body": {
          "text": "🎉 New high-value lead: {{record.name}} ({{record.company}}) - ${{record.estimated_value}}"
        }
      }
    }
  ]
}

Testing Automations

Use Test Mode

Enable test mode to run automations without sending actual emails or webhooks.

Check Execution Logs

Review the automation logs to see what would have happened.

Test with Real Data

Create a test record that matches your trigger conditions.

Verify Results

Check that all actions executed correctly and data was updated.

Execution Logs

Every automation run is logged for debugging and auditing:

Trigger details - What event started the automation
Condition results - Whether conditions passed or failed
Action outcomes - Success/failure of each action
Error messages - Detailed errors if something failed
Execution time - How long the automation took

Best Practices

Name automations clearly - Use descriptive names that explain what the automation does
Start simple - Build basic automations first, then add complexity
Test thoroughly - Use test mode before activating with real data
Monitor regularly - Check execution logs for failures or unexpected behavior
Use conditions wisely - Prevent infinite loops by checking state before updates
Document your automations - Add descriptions explaining the purpose and logic

Avoid Infinite Loops

Be careful with "Record Updated" triggers that also update the record. Use conditions to check the previous value or add a flag field to prevent re-triggering.

Next Steps

Learn about trigger types in detail
Set up webhooks for external integrations
Create email templates for your automations

Automations Overview

How Automations Work

Creating Your First Automation

Navigate to Automations

Create New Automation

Name Your Automation

Configure Trigger

Add Conditions (Optional)

Add Actions

Save and Activate

Trigger Types

Conditions

Available Operators

Action Types

Send Email

Update Record

Create Record

Send Webhook

Wait/Delay

Conditional Branch

Variables & Templates

Record Fields

Date Functions

Text Functions

Automation Examples

Welcome Email Sequence

Lead Scoring

Slack Notification

Testing Automations

Use Test Mode

Check Execution Logs

Test with Real Data

Verify Results

Execution Logs

Best Practices

Next Steps

In this section

Triggers

Conditions

Actions

Webhooks