automate-crm

Automate CRM

Flow: Detect intent → Resolve board → Describe automation → Create / List / Manage → Confirm

Input

• Optional: automation description via argument (e.g., "notify owner when Stage = Won").
• Optional: board name or type (Deals, Contacts, Leads).

Output

• Create: active automation on the target board, confirmed with a summary of what it does.
• List: formatted table of automations currently active on the board.
• Manage: automation activated, deactivated, or deleted, with confirmation.

Knowledge

Most common CRM automations (by account usage)

Trigger	Action	Accounts
Status changes to something	Move item to group	9,821
Status changes to something	Notify someone	6,482
Status changes to something	Set date	6,341
Item created	Notify someone / assign / set date	10,019
Date arrives	Notify / change status	4,972
Button clicked	Any action	3,015
Status changes from X to Y	Move / notify	1,721

The dominant CRM pattern: status change → move to group. When in doubt, this is what most users want.

Automations vs. Workflows

• Automations (create_automation) — board-scoped trigger/action rules. Active immediately on creation. Use for CRM daily operations.
• Workflows (create_workflow) — workspace-level, cross-board objects. Start as drafts; must be published. Use only when explicitly asked.

Known limitations

• No date arithmetic. Engine only accepts static dates — cannot compute "7 days from today". Offer today as fallback or a periodic trigger.
• Column resolution. Tool matches columns by semantic similarity. If a column doesn't exist, the tool returns needs_clarification.
• One trigger per automation.
• Legacy automations are read-only — list_automations returns them but they cannot be modified via MCP.

needs_clarification response

When create_automation returns needs_clarification, present each unresolvedField with available options, collect the answer, then retry.

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Step 0: Connector check

1. mcp__monday__get_user_context. On error → print install prompt, stop.

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Step 1: Detect intent

Intent	Trigger signals
create	"set up", "create", "automate", "when X then Y", default
list	"what automations", "show automations", "which rules"
manage	"turn off", "disable", "delete", "activate", "remove automation"

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Step 2: Resolve board

1. Extract board reference from argument (Deals, Contacts, Leads, or specific name).
2. If mentioned → mcp__monday__search or get_user_context favorites.
3. If not mentioned → ask: "Which board? (e.g. Deals, Contacts, Leads)"

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Step 3: Create automation

3a: Clarify if vague

If the user says something generic, present top 3 patterns:

"What should trigger it? Common CRM automations: 1. Stage = Won → notify owner + move to Closed Won group 2. New deal created → assign + set close date 3. Close date arrives → notify owner Or describe what you want."

3b: HITL gate before creating

"Create this automation on [board name]?"

When: Stage → Won
Action 1: Notify [deal owner]
Action 2: Move item to Closed Won group

(yes / edit / cancel)

On "yes" → mcp__monday__create_automation({ boardId, userPrompt }).

3c: Handle needs_clarification

If returned: parse unresolvedFields, present options to user, incorporate answer, retry once.

3d: Confirm

On status: "activated":

"Done. Automation is live on [board name]. From now on: when Stage = Won → [owner] is notified + item moves to Closed Won."

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Step 4: List automations

1. mcp__monday__list_automations({ boardId }).
2. Format as table: Name, Trigger, Status.
3. Note legacy automations as read-only.
4. Offer next action: "Want to turn any off, or set up a new one?"

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Step 5: Manage (activate / deactivate / delete)

1. Resolve ID via list_automations if needed.
2. For delete: explicit irreversibility warning: "Delete '[name]'? This can't be undone. (yes / cancel)"
3. mcp__monday__manage_automations({ workflowId, action }).
4. Confirm: "Done. '[name]' is now [state]."

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Cross-skill handoffs

• From workspace-builder: after building a workspace, suggest top-3 automations.
• From meeting-to-opportunity: after converting a meeting to a deal, suggest a follow-up automation.
• From log-activity: if a user mentions repeating a notification manually, suggest automating it.

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Error handling reference

Failure	Behavior
Connector missing	Step 0 stops; print install prompt.
Board not found	Broaden search; ask user.
needs_clarification	Present unresolved fields; gather answers; retry once.
Date arithmetic requested	Explain limitation; offer today or periodic trigger.
Legacy automation on manage	"This automation was set up in an older way and can't be modified here."
Delete on legacy	Same as above.
Create fails after retry	Surface error; suggest monday.com UI as fallback.

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Completion criteria

• Connector check passed.
• Intent classified (create / list / manage).
• Board resolved before any tool call.
• User confirmed automation via HITL before create_automation.
• needs_clarification handled: fields presented, user answered, retried.
• Date arithmetic limitation surfaced if relevant.
• Delete: explicit irreversibility warning shown.
• Legacy automations flagged as read-only.