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."

Popular Recipes

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. Ready-made template: Ads Lead to Responded. This template is required for CTWA ads. Ad leads move to Responded after 3 messages.

• Conditions: Lead Source = Ads, Chat Count ≥ 3, and Lead Status is not yet Responded or higher
• Action: Change Lead Status → Responded

2. Identify Hot Lead (Keyword)

Capture buying signals from the conversation.

• Condition 1: Message · Contains · I want to buy (or several keywords, separated by commas: order, buy, booking)
• Condition 2: Sender Type = Customer (incoming)
• Condition 3: Lead Status · Equal · Responded
• Action: Change Lead Status → Hot

3. Auto-Closing & Capture Value (Regex)

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

• Condition 1: Message · Contains · Payment received
• Condition 2: Sender Type = Team/CS (outgoing)
• Action: Update Lead Value (Target Field Actual Value, Regex Pattern 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 template is required for landing pages. 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 Auto Mark as Responded template marks every lead as Responded after the customer sends 5 messages. Ads Lead to Responded is faster (3 messages) and applies only to ad leads.

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. Select that status in the Ask for a value when the status changes to field in Conversion Settings so that Konektor asks for the value at the status change.

6. Send an ad event when the team sends a set phrase

Example: send AddToCart to Meta each time your CS sends Thank you for the information.

A rule does not send an event directly. The rule changes the lead status, and Conversion Settings sends the event mapped to that status.

1. Connect your Meta pixel in Tracking & Ads > Website Tracking.
2. Create a rule: Action Change Lead Status → Qualified; Condition 1 Message · Contains · thank you for the information; Condition 2 Sender Type = Team/CS (outgoing).
3. Open Tracking & Ads > Conversions. In the Event for each lead status table, change the Meta cell in the Qualified row to AddToCart, then click Save changes. Campaign type changes to Custom automatically, and the other cells keep the preset events.

Notes:

• Do not pick the New status. On a Sales campaign, New already sends AddToCart when the lead first arrives.
• The rule runs only for a lead that already exists, for example a lead from a Click-to-WhatsApp ad.
• Messages from your team must reach Konektor. Read Outgoing team messages.

1. Core Concepts

Each rule has 2 parts. The rule form has no Trigger field.

Konektor checks the rules for every WhatsApp message. A rule with no conditions matches every message, so always add a condition. Rules also read outgoing team messages, on the channels that pass them on. Read Outgoing team messages. Use the Sender Type condition to choose the direction.

How to Create a Rule

1. Open Conversations > 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. The top two templates are required for lead tracking: Auto Mark as Contact (landing pages) and Ads Lead to Responded (CTWA ads).
4. If you create a manual rule, fill in Rule Name, choose the Action, click Add condition for each criterion, then click Save Rule.

Rules automatically apply to all connected WhatsApp sessions in the workspace. Rules also run for partner messages.

Leads exist without a rule

A rule does not create a lead. There is no Create Lead action. A lead comes from a message or a click, not from a rule. A rule only changes a lead that already exists.

A message from your team does not create a new lead.

Each rule shows as a sentence card: If a condition, then an action. Use the switch on the card to turn a rule on or off. Use the filters All, Active, and Inactive to find rules.

You can also ask Wulan in the chat. Describe the rule you want, for example "mark the lead Qualified when CS writes a set phrase". Wulan prepares a draft as a card in the chat. The new rule applies after you press the confirm button on that card.

Wulan can also edit, turn on or off, and delete an existing rule. Every change needs your confirmation on the card. A delete shows its effect first.

2. Condition & Operator Reference

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

Message-Based Conditions

Lead & Marketing Conditions

WhatsApp Group Join Condition

How to use it:

1. Open Numbers & CTWA. Turn on Group mode for the WhatsApp number that is in the group.
2. Open Conversations > Automation Rules. Create a rule with the condition Joins a WhatsApp group.
3. Choose Group name contains and type part of the group name. Capital letters and extra spaces do not matter.
4. Or choose One specific group. Type any for every group, or type the group ID.
5. Choose an action that changes the lead, for example change the status, attach a label, or add a note.

A group rule only changes a contact that is already a lead. It does not create a new lead. It runs only for people who join after Group mode is on. A person who leaves a group changes nothing.

The all groups choice also counts groups that have nothing to do with your ads. It is safer to use the group name.

For the full path from an ad to an event on your ad platform, read track ads to a WhatsApp group.

See group members

You can see your groups and their members in the dashboard.

1. Open Numbers & CTWA. On a QR number, click Groups.
2. Pick a group, then click View members. Use the name search to find a group.
3. The table shows the full Number (with a copy button), WhatsApp name, Lead, and Admin. The Lead column shows the name and status of the lead with the same number. Click the name to open it.
4. Click Download CSV to save the rows you see: number, name, and lead status.

The name shown is the name in your contacts first, then the name the person uses on WhatsApp, then the business account name. A name and a number always come from the same member.

Some members hide their number. The page says "N members without a visible number". Those members cannot be matched to leads.

The number must be connected so the group list can load. The page also shows whether Group mode is on, with the Set up group rules link. An AI assistant connected through MCP sees member numbers in masked form.

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.

Status labels

Rules use the same status labels as the Leads page: New, Contacted, Responded, Qualified, Hot, Proposal, Negotiation, Invoice Sent, Purchase, and Lost. The Purchase label (key won) sends the Purchase event to the ad platform. There is no Won label and no MQL status. On the Sales campaign type, Negotiation sends AddPaymentInfo and Proposal sends InitiateCheckout. Read Conversion Settings.

Outgoing team messages

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

Action: Call another API

The Call another API action sends a request to an API in another system when a rule matches. Use it for Zapier, Make, n8n, or your CRM.

This action runs for messages from QR sessions and partner channels. It does not run for messages from the official WhatsApp Business channel.

How to create it

1. Open Conversations > Automation Rules, then click Create rule.
2. Select the action Call another API.
3. Select the Method: POST, PUT, PATCH, or GET.
4. Enter the API address. Use a public https address. Konektor refuses internal addresses and addresses without https.
5. Click Add header if your API needs a header. You can add up to 10 headers.
6. Select Authentication: No authentication, Bearer token, Username and password, or Custom header.
7. Enter the Request body (JSON). Click a variable name to insert it. A GET request sends no body.
8. Click Save Rule.

Konektor stores header values, tokens, and passwords in encrypted form. After you save, the page shows only the last 4 characters. Click Replace to enter a new value. If you do not enter a new value, Konektor keeps the old value.

Request body variables

Write a variable in double braces, for example {{lead.name}}. Konektor replaces each variable with its value and keeps the result valid JSON.

Example request body:

{
  "name": "{{lead.name}}",
  "phone": "{{lead.phone}}",
  "status": "{{lead.status}}",
  "message": "{{message.text}}"
}

Put a variable inside quotation marks for text. Write {{lead.value}} without quotation marks if your API needs a number. The editor shows Valid JSON or an error message before you save.

Result and retries

Konektor waits up to 10 seconds for the answer and does not keep the answer body. Konektor does not write the address, headers, or request body to its logs.

Drop duplicate requests

Each request carries the header X-Konektor-Rule-Run-Id. One message on one rule always uses the same ID, also when Konektor tries again. Store this ID in your system and drop each request whose ID you already received.

Konektor also sends Content-Type: application/json and User-Agent: Konektor-Rules/1.0.

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.

How Konektor reads the number

Konektor removes every character that is not a digit from the regex capture. Dots and commas go too. Rp150.000 becomes 150000. Write the total without decimals, because 10.50 becomes 1050.

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: The admin WhatsApp number must be connected through a QR session in Connection > Numbers & CTWA. You create the link you share in Links & Domains > WhatsApp Links.

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 Connected.

FAQ

Q: Do rules run in real time? A: Yes. A rule runs within seconds after the message reaches Konektor.

Q: Can one message trigger multiple rules? A: Yes. Konektor runs every rule whose conditions match. There is no option to stop the other rules.

Q: Where is the Trigger option? A: There is none. The rule form has only a name, an action, and conditions. Konektor checks the rules on every WhatsApp message that reaches Konektor.

Q: Is there a Create Lead action? A: No. A lead exists without a rule. Read Leads exist without a rule.

Q: What does "Triggered by partner rule" mean in the lead history? A: A Konektor rule changed that lead status after a message came from a partner. It is not a rule in the partner system.

Next steps

• WhatsApp Fallback Messaging
• Lead Capture Form with Custom Fields
• Create and Test a WhatsApp Link
• Do not send the same event from two places