Automation rules

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Introduction

In the fast-paced world of subscription-based business models, staying connected with customers is not just a luxury it’s a necessity. Once your subscriptions are up and running, manual monitoring becomes time-consuming and prone to oversight. That’s where automation rules in Odoo Subscriptions come into play, offering a powerful toolset to streamline your subscription workflows and maintain excellent customer relationships.

Step-by-Step Instructions

 

Why Automation Rules Matter

The Odoo Subscriptions app enables users to automate key processes, such as:

  • Sending automatic emails to subscribers,
  • Assigning tasks to salespeople,
  • Dispatching satisfaction surveys to evaluate customer experience.

These rules help reduce manual labor, ensure consistent communication, and enable proactive customer engagement based on dynamic subscription data.

 

Creating Automation Rules

To start using automation rules in Odoo:

Navigate to Subscriptions App → Configuration → Automation Rules.

This is the central dashboard where all automation rules are listed. Each rule is displayed along with key details, including:

  • Name
  • Action To Do
  • Trigger On (Modification or Timed Condition)
  • Company (especially relevant in multi-company environments)

To view or modify an existing rule, click on it. However, note that Odoo locks the “Action” section of existing rules to prevent unexpected behavior. If you need a different action, it’s best to create a new rule instead.

 

Click the “New” button to open a blank automation rule form, ready for configuration.

 

Automation Rule Configuration

The rule configuration form is divided into three main sections: Apply On, Action, and (if applicable) Activity.

 

1. Apply On Section

This section defines the criteria that determine which subscriptions the rule will apply to. Key fields include:

  • MRR Between: Target subscriptions based on a specific Monthly Recurring Revenue range.
  • MRR Change More: Define MRR increase or decrease thresholds (by percentage or amount).
  • Over: Timeframe over which KPIs are measured.
  • Rating Satisfaction: Filter subscriptions by satisfaction percentage.
  • Status: Choose from Quotation, Quotation Sent, Sales Order, or Cancelled.
  • Stage Goes From: Trigger rules based on movement between subscription stages.
  • Subscription Plans: Target specific plans.
  • Products / Customers / Company / Sales Team: Narrow down to particular products, clients, companies, or sales teams.

 

Note: Leaving any field blank applies the rule universally to all subscriptions.

 

Tip: Odoo shows a green link indicating the number of subscriptions that match the criteria. Click it to view the matching records.

 

2. Action Section

This section defines what happens when the rule is triggered. In the Action To Do field, choose one of the following:

  • Create Next Activity: Generate a follow-up task (configured in the Activity section).
  • Send an Email to the Customer: Use a predefined or custom email template.
  • Send an SMS to the Customer: Requires IAP (In-App Purchase) credits.
  • Set Contract Health Value: Mark subscription health as Neutral, Good, or Bad.

Depending on the chosen action, relevant fields will appear:

  • Email Template
  • SMS Template
  • Health (for contract status)

 

3. Triggering the Rule

In the Trigger On field, choose when the automation should be activated:

  • Modification: Triggered by changes in the subscription.
  • Timed Condition: Triggered based on a set time schedule.

If Timed Condition is selected, additional fields appear:

  • Trigger Date
  • Delay After Trigger: Schedule the action (delay can be in minutes, hours, days, or months). Negative values trigger actions before the set date.

A Trigger Now button will appear once conditions are set. Use with caution—it triggers the action for all linked subscriptions, regardless of delays.

 

Final Thoughts

 

Automation rules in Odoo Subscriptions are a game-changer for subscription-based businesses looking to automate routine tasks, engage customers effectively, and monitor subscription health. Whether it’s sending timely emails, setting up follow-ups, or reacting to changes in MRR, automation rules empower teams to be proactive rather than reactive.

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