Automation Rules (Automatic Actions)

Automation Rules are the logic engine of Konektor that works 24/7 for you: "IF this condition occurs, THEN perform this action."

Tutorials & Popular Recipes (Video)

Start here to see how to set up the most commonly used automations.

1. Mark Active Lead (CTWA)

Change the status of ad leads (CTWA) who are actively interacting so sales teams can focus on them.

• Trigger: Incoming Message
• Condition: Chat Count > 2 AND Status == New
• Action: Change Status → Responded (Merespons)

2. Identify Hot Lead (Keyword)

Capture buying signals from the conversation.

• Trigger: Incoming Message
• Condition: Message contains "I want to buy" (or multiple keywords, comma-separated: "order, buy, booking") AND Status == Responded
• Action: Change Status → Hot

3. Auto-Closing & Capture Value (Regex)

Automatically mark as closed and save the amount when there is payment confirmation.

• Trigger: Incoming Message (from Admin/User)
• Condition: Message contains "Payment received"
• Action: Update Lead Value (Target: Actual Value, Regex: Rp\s*([0-9.,]+), Update Status (Optional): Purchase)

4. Mark a lead as Contacted

Leads from a WhatsApp Link or a landing page: click Template, select Auto Mark as Contact, then click Install. This rule changes the status from New to Contacted when the message holds a [K-...] code.

Leads without a code, for example from a Click-to-WhatsApp ad: Action Change Lead Status → Contacted; Condition 1 Sender Type = Team/CS (outgoing); Condition 2 Lead Status · Equal · New.

The second rule runs when the team replies. Read Outgoing team messages for the channels that pass team replies.

5. COD order: address received and total agreed

Rule A — address received: Action Change Lead Status → Proposal; Condition 1 Message · Contains · full address, district, sub-district, postal code; Condition 2 Sender Type = Customer (incoming); Condition 3 Lead Status · Not In List · Proposal, Invoice Sent, Purchase, Lost.

Rule B — total agreed: ask the team to always write the same sentence, for example Pesanan COD dikonfirmasi. Total Rp185.000 termasuk ongkir. Action Update Lead Value; Target Field Estimated Value; Regex Pattern Custom Total\s*:?\s*(?:Rp\s*)?([0-9.]+); Update Status (Optional) Invoice Sent; Condition 1 Message · Contains · Pesanan COD dikonfirmasi; Condition 2 Sender Type = Team/CS (outgoing); Condition 3 Lead Status · Not In List · Purchase, Lost.

Rule C — optional, mark as closed: Action Change Lead Status → Purchase; Condition 1 Message · Contains · COD lunas; Condition 2 Sender Type = Team/CS (outgoing).

Notes:

• A rule has one action. Update Lead Value can also change the status.
• All conditions in one rule must match. Separate keywords in one condition with commas; one keyword is enough.
• The match ignores upper and lower case, and it also finds a word inside another word. Do not use short keywords.
• Write the total without decimals. Konektor removes the dots and commas from the number.
• When you select a status, the rule page shows the event that goes to the ad platform.
• If the team replies from the Konektor Inbox on the official connection, Rule B does not run. Change the status in Leads, and turn on Trigger Value Input in Conversion Settings so that Konektor asks for the value at the status change.

1. Core Concepts

Each rule consists of 3 simple parts:

How to Create a Rule

1. Open WhatsApp > Automation Rules from the workspace sidebar.
2. Click Create Rule to build a rule manually, or click Template to use a pre-built rule.
3. If you choose Template, select the template you want and click Install.
4. If you create a manual rule, enter the rule name, choose the Trigger, Condition, and Action, then click Save Rule.

Rules automatically apply to all connected WhatsApp sessions in the workspace.

You can also use the AI Suggest button on the Rules page to generate a draft rule before editing it manually.

2. Condition & Operator Reference

Use this list as a practical guide when choosing conditions in the dashboard.

Message-Based Conditions

Lead & Marketing Conditions

Supported Operators

• Equal, Not Equal
• Contains, Not Contains
• In List, Not In List
• Greater Than, Greater or Equal
• Less Than, Less or Equal
• Starts With, Ends With

Time Window Note

The Time Window condition always uses workspace timezone, not server time.

Best Practice: Sender Type

Use Customer for rules that must trigger on customer messages, Team/CS for internal team messages, and All only when the rule is safe to run for both directions. Typical usage:

• Customer: auto-tag intent, change status based on customer keywords.
• Team/CS: update status when CS confirms payment.
• All: utility rules like logging, or when you explicitly want both directions.

Outgoing team messages

An outgoing message does not create a lead. A rule with a lead condition runs only when the lead already exists.

3. Advanced Features: Regex & Data Extraction

For advanced users, you can "capture" specific data from within text messages using Regex (Regular Expressions). This is very useful for capturing payment amounts from CS messages.

Regex Dropdown Presets

In the Update Lead Value action, a preset dropdown is available so you don’t need to type regex manually. If your format is different, choose Custom to input your own pattern.

Popular Regex Patterns (Pick or Copy-Paste)

Use these patterns in the Update Lead Value action:

4. Message-Based Automation (QR Scan)

This feature uses WhatsApp Web (Linked Device) to read incoming messages. Suitable for event attendance or simple voucher validation.

• How it Works: User scans QR → Sends pre-filled message → System reads & updates status.
• Requirement: WhatsApp Admin must be connected in the Rotators menu.

5. WhatsApp Rules (Partner API)

If you use Official WhatsApp API (Qiscus, Qontak, Pancake, WA-API), automation rules are auto-applied across all channels (WA-API and partners):

• Identity Upgrade: Changes "Website Visitor" to "Real Lead" when they send a message containing [K-XXXX].
• Sync CTWA: Automatically sends conversion events to Meta Ads Manager.
• Fast Processing: Rules are processed automatically within seconds.
• Auto Apply: No manual session selection needed, rules automatically apply to WA-API and partner channels.

For Pancake workspaces, follow this workflow:

1. Share your Pancake page URL with support so they can register the webhook (Pancake Webhooks requires 2 slots for messaging events).
2. Copy the Webhook URL from the Integrations modal and paste it into Pancake’s Page Tools > Webhooks.
3. Return to Konektor and click Verify Connection after support confirms, until the status changes to Active.

FAQ

Q: Does Automation run in real-time? A: Yes, execution happens within seconds after the trigger.

Q: Can one message trigger multiple rules? A: Yes. The system will run all rules that meet the conditions, unless you enable "Stop Processing" on a specific rule.

Next steps

• WhatsApp Fallback Messaging
• Lead Capture Form with Custom Fields
• Create and Test a WhatsApp Rotator