Automation
Automations
Updated October 1, 2026
An automation in Drop Cowboy® waits for something to happen, then runs your steps. A step can send a text, an email, or a voicemail in your Mimic AI® voice.
Build an automation
Do this when you want the same steps to run every time an event happens, such as texting each new web form lead.
- Open Automation in the left menu. The page header reads Automations. Click New. If you don't see New, ask your account owner for access.
- In What would you like to automate?, click Build my own.
- Under "When this happens...", click Choose a trigger and pick one from the groups below.
- Under "Then do this...", click Add step, pick a step, and fill in its fields. Add more steps the same way.
- To split the path, add Make a Decision from Timing & Logic. Use Add step to branch to fill each branch and Add another branch for more.
- Under Turn it on, type an Automation Name. Click Fix next to any step that still needs details.
- Click Turn On Automation. This saves, publishes and turns it on. After later edits, click Save Changes.
| Triggers | Steps |
|---|---|
| A New Lead Comes In: Web Form Received, New Contact, Chat Initiated, Missed a Call, Call Answered | Reach Out: Send a Text, Send an Email, Leave a Voicemail, Voice Broadcast, Reply to Chat |
| They Reach Out: Text Received, Chat Message Received, Email Received, Voicemail Received | Manage the Contact: Add to a List, Remove from List, Move Between Lists, Create or Update Contact, Update Contact, Move Pipeline, Add a Tag, Add a Note, Assign an Owner, Add to DNC |
| You Work the Contact: Call Dispositioned, Added to a List, Entered Pipeline Stage, After the AI Call | Follow Up: Create a Follow-Up |
| After You Reach Out: Voicemail Sent, Voice Broadcast Sent, Text Sent, Email Sent | Timing & Logic: Wait, Make a Decision |
| They Convert, Stall, or Leave: Goal Achieved, Stuck in a Stage, Time in a List/Stage, Opted Out of Texts, Consent Revoked | Do Something Outside Drop Cowboy: Connect Another App |
| Something happens outside Drop Cowboy: In Another App, A System Sends a Webhook |
To use another app, see Connect an integration. Texts need a registered brand first. See Register your SMS brand. To pause an automation, set the switch at the top to Disabled.
If it doesn't work:
- Turn On Automation stays unavailable. Click Fix on the step that's missing details.
- An edit isn't running yet. Open More actions and click Publish draft.
- The automation never starts. Check the trigger points at the right form or list.
Start from a template
Do this when a ready-made automation is close to what you need.
- Open Automation in the left menu and click the Templates tab. The Explore Templates card in Settings opens the same page.
- Under What do you want to build today?, click a category to narrow the list.
- Click Use this template. It opens in the builder with its steps in place.
- Click each step and fill in your own details, such as the message, list or phone line. If a step asks for a connection, see Connect an integration.
- Type an Automation Name and click Turn On Automation.
If nothing fits, click Start from scratch and follow Build an automation.
Test an automation
Do this before you turn an automation on, and after any change to its steps.
- Open Automation in the left menu and open the automation. Click Test at the top.
- In Test Workflow, under Test Data, search for a contact in Use a real contact, or click "Use sample data instead".
- Click Preview (simulated). Nothing is sent, charged or saved.
- Read Step Results. Each step shows what it would have done, marked Simulated. Fix any step that failed and preview again.
Send real test sends real messages to the contact you picked, and you're billed for them, even before you publish. Use it only with your own details.
If it doesn't work:
- "running a test requires edit access". Ask your account owner for edit access. See Set what each person can do.
- A step fails only with sample data. Test with Use a real contact instead.
Follow up when a send fails
Do this when a ringless voicemail, voice broadcast or text didn't go through and you want a next step for that contact.
- Open Automation in the left menu, click New, then Build my own.
- Click Choose a trigger and pick Voicemail Sent, Voice Broadcast Sent or Text Sent.
- Click Add step, open Timing & Logic, and pick Make a Decision. It shows as Branch by Condition. Click Split into Sent / Not Sent if it doesn't split on its own.
- Click a branch. Under Which result sends contacts down this branch?, click Only certain failures... and pick one reason. Add a branch for each reason you want to handle.
- Click Add step to branch and add a follow-up from the table. Then turn it on as in Build an automation.
| Reason | What it means | Try this next |
|---|---|---|
| Voicemail Box Full or Not Set Up | The mailbox can't take a message, so retrying won't help | Send a Text or Send an Email, if they agreed to it |
| No Voicemail to Leave a Message In | No mailbox was found | Send a Text or Send an Email, if they agreed to it |
| Didn't Reach Them | The attempt didn't connect | Wait, then try the same channel again |
| Bad Phone Number | The number can't be used | Create a Follow-Up to fix the number |
| Screened or Intercepted | Something blocked it on the way | Create a Follow-Up for a personal call |
| Account or Registration Problem | Your account or registration needs attention | No step. Fix the account, then resend |
| Campaign Setup Error | The campaign or automation is set up wrong | No step. Fix the setup, then resend |
| Duplicate | They already got the same thing | No step |
| Blocked for Compliance | You aren't permitted to reach them this way | No step, and don't retry |
Only switch channels for contacts who agreed to hear from you on the new one. Don't add a step to the whole Not Sent branch. It also catches Blocked for Compliance contacts, such as those on your do-not-contact list or who withdrew consent. See How consent works.
If it doesn't work:
- Only certain failures... isn't offered. The branch must follow an After You Reach Out trigger.
- A result is greyed out. Another branch already handles it.
- No contacts reach the branch. Check which reasons really happened in your campaign results.
This information is for educational purposes only and does not constitute legal advice. Regulations vary by jurisdiction and use case. Always consult with qualified legal counsel to ensure your specific practices comply with applicable federal and state laws.