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)

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.

Step 0: Connector check

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

Step 1: Detect intent

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)"

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."

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?"

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]."

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.

Error handling reference

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.