Auto-management keeps Trend's items in sync with your feedback data.
Instead of manually adding a new item every time a new value appears
in your data (a new support agent, a new plan tier, a new region), the system detects it and adds the item for you. Items that stop receiving responses are removed after a period you choose.
When to use it
Auto-management is designed for Trends that are segmented by a contact property that changes over time. Common examples:
Support teams: tracking feedback by agent name pulled from Zendesk or Gorgias
Customer segments: tracking by plan tier, region, or business model synced from your CRM
Product areas: tracking by a category or label populated via your integration
If you find yourself manually adding or removing items from a Trend every few weeks, auto-management is the right tool.
How to enable it
Go to Trends and open the Trend you want to manage
Click Manage trend in the toolbar
In the Auto-management section, check "Automatically add items from a custom property"
Select the source property - this is the contact property whose distinct values will become items (only text-type properties are supported)
Set the cleanup window - how long an item can go without receiving any responses before it's removed automatically (90, 180, or 365 days)
Click Save
Items are created and populated immediately when you save; you don't have to wait until the next day. After that, the Trend stays in sync automatically
with a daily update.
How values are detected
New items are based on your survey responses, not on your contact list. A property value must appear on at least one survey response received within the last 30 days to be added as an item. A value that only exists on your contacts, without any survey responses carrying it, will not create an item.
Likewise, the cleanup window counts survey responses: an item is removed only after it has received no responses for the full period you selected (90, 180, or 365 days).
Automatically added items inherit the campaign scope of the Trend's first existing item. If the Trend has no items yet, new items will read data from all campaigns. To narrow the scope, edit the campaigns of an existing item, and the next sync will apply the same scope to newly added items.
Plan limits
Auto-management respects your plan's Trends item limit. If adding new items would push the Trend over the limit, the sync stops at the limit and marks the Trend as truncated. You'll see a notice on the Manage page: "Last sync truncated to your plan's item limit."
To resolve this, either upgrade your plan or manually remove inactive items to free up space.
What properties can be used
Only text-type custom properties are supported as the source. Number, date, and boolean properties are not available in the selector.
Sync status
The Manage page shows a "Last synced" row once the first sync has run, including when it last ran and how many changes were made.
If the last sync hit your plan limit or encountered an error, a notice is shown there as well.