Intapp DealCloud’s automations feature makes deal flow and data management simple. With outcome- or action-based triggers, the automations feature is built to reduce administrative burden and automatically update data on your behalf. Automations can include action items such as creating a new deal record, updating a status, or sending a notification.
For those just getting started with automations, knowing where to begin can be a challenge. DealCloud clients Shirin Veeran, Data Manager from Hg, and Michael Mickle, Manager of Information Systems from Matrix Capital Markets Group, share their tips for creating efficient automations in DealCloud.
Where to begin
Shirin Veeran from Hg begins by identifying data areas with frequent updates, particularly when these updates originate from multiple sources (through third-party data sources, for example). Automations in DealCloud aren’t just about saving time — they’re about improving data quality, reducing manual errors, and creating a better experience for your users. Seeking to improve the often manual and cumbersome task of updating small pieces of data is a strong place to start.
Veeran says that using automations to improve contact maintenance has been a big help for her firm: “This really reduces our burden as a team to focus on automating some of these tasks that we would [typically] do manually, and then [we can better] mitigate risks as well.” By ensuring contact data is clean and accurate with automations, Hg can feel confident in their marketing and outreach efforts.
Michael Mickle from Matrix Capital Markets Group suggests working closely with your firm’s DealCloud users to determine where to start. “Anytime there’s a new automation, build trust with the users and work with them closely on what they’re trying to achieve. Start [with]: What’s the problem, and what’s the end goal here? And where can we use automations to get from point A to point B?” Mickle then uses that feedback to build automations that make a true impact on the users.
These small wins build trust and momentum with your team.
The 80/20 rule
Both Veeran and Mickle emphasize the importance of balancing automation with human oversight. Automate the 80% that’s predictable, and leave the 20% for manual review — especially when context matters.
“Sometimes an automation can do 100% of the work,” Mickle says. “And there’s other times when an automation can only do 50% of the work. Finding that limit of not over-automating can help keep that data accurate.”
Even when an automation is up and running, it’s still important to keep an eye on it and stay flexible if it isn’t meeting the firm’s needs. “Automations are like a living breathing organism, so we have to iterate and look at use cases,” Veeran says.
Recognizing the right moments to implement an automation — and regularly confirming that it remains the right fit — ensures each automation delivers efficiency for your firm.
Measuring success
Success isn’t just about how many automations you build — it’s about how users respond. Do they ask for more? Do they describe the experience as “magic,” like Veeran’s team did when data appeared seamlessly in DealCloud? That’s your signal to keep going.
“There’s a qualitative measure to it where people have a better experience using the platform,” Veeran says. “It means very little until a user says, ‘My experience has improved. Things are appearing like magic.’ Those are the things we rely on to see the success of an automation.”
“The users will want more automations because they see the benefit of it,” Mickle says. “They see the value and ease that it brings. You’re saving them valuable time and they can see the value and ease it brings to using the system.”
“Your automations are doing hundreds of different things — but it means very little until a user says their experience has improved,” Veeran says. “Those are the things we rely on to measure the success of an automation.”
Quick tips for beginners
- Automate the automation: Have an automation check off a simple Boolean field when it has successfully run. This helps to confirm success and keep automations from running twice.
- Leverage dashboards: Use dashboards to surface records that need manual review. This keeps your team focused on only the data that needs their attention.
- Communicate clearly: Describe what each automation does in its settings so it’s easy to troubleshoot later.
Conclusion
Automation isn’t a one-time project — it’s a living part of your workflow. Start small, listen to your users, and iterate with intention. The results will speak for themselves.
Ready to explore automating your firm’s data with DealCloud? Schedule a demo.