What are Automations?
Automations allow you to automatically perform a task based on a specific event or trigger occurring. For example, sending an email to a customer after a proposal has remained in a Sent status for more than three days.
Common and/or Recommended Automations
Automation | Automation Description |
Customer follow up (Sent status) | Send a follow up email after a specified number of days to entice a customer to sign their proposal |
Customer follow up (Accepted status) | Send a follow up email after a proposal has been accepted welcoming the customer and informing them of next steps |
Customer viewed proposal | Send an email to the proposal's assign team member to let them know the customer has view their proposal |
Send an accepted proposal alert to an office or scheduling inbox | Send an email to an office or scheduling email inbox when a proposal has been accepted |
Send an accepted proposal alert to FieldRoutes | Send an alert to FieldRoutes when a proposal has been accepted |
Send an alert to the assigned team member to remind them to follow up with a customer | Send an email after a specified number of days to the proposal's assign team member to let them know to follow up with the customer. |
How to Configure Automations
To edit/configure automations, navigate to Settings > Custom Settings > Automations
Add a new automation by clicking Add Automation in the upper right or edit an existing automation by Clicking on an Existing Automation
1️⃣ Step 1: Basic Automation Details
Enter a descriptive Name for your automation
Enter a Description that will inform you of what the automation is intended to do
Select the Automation Type (different types will display different trigger options)
Proposals
Customers
Reports
Team Members
2️⃣ Step 2: Set up a Trigger
Based on the type of automation you selected, you will see various trigger types, operators, and events. The trigger is the initial even that will start the automation.
See the table below for the available trigger types, operators, events, and the automation type they are associate with
Automation Type | Trigger Type | Operators | Events |
Proposals | Customer | Triggers Event | Viewed Proposal |
Proposals | Date Created | Is Older Than |
|
Proposals | Date Expiration | Has Expired | N/A |
Proposals | Date Updated | Is Older Than |
|
Proposals | Proposal | Created | N/A |
Proposals | Proposal Form | Submitted | N/A |
Proposals | Status |
|
|
Customers | Customer | is |
|
Reports | Dashboard Report | On |
|
Team Members | Team Member | Is |
|
Team Members | Incoming Webhook | N/A | N/A |
3️⃣ Step 2: Set up a Filter (optional)
Automation filters allow you to narrow down or limit the automation's scope. For example, only apply the automation if the proposal template used is Termite Treatment Proposal.
There are many filters to choose from based on the automation type and triggers you choose! Select the Filter Type dropdown to see what is available.
4️⃣ Step 4: Add an Automation Action
The final step is adding an automation action. This could be a delay, sending an email, adding a tag, archiving a proposal, sending a webhook, etc...
🤩 You can add multiple actions to an automation.
There are many automation actions to choose from based on the automation type and triggers you choose! Select the Add Action > Action Type dropdown to see what is available.
IMPORTANT: If this automation is going to us a delay action, be sure to add an action of Delay before your next action so that the delay occurs prior to the next action.
For example, set a 1 day delay action > then set an email action to send an email to the customer.
When adding an Email Action, you can use do the following:
Write in one, or many, specific email addresses for the email to be sent to
Use the {{user.email}} variable to automatically add the assigned team member's email address
Use the {{customer.primary_contact.email}} variable to automatically add the primary customer's email address
You can also specify whether or not Include Proposal Attachments and/or Make the Email Recurring
You can also choose to Only Perform the Automation During Business Hours and/or Subscribe to Failure Notifications by select the toggles at the bottom of the automation.
5️⃣ Step 5: Save Changes and Enable the Automation
Once you have completed building your automation, Click Save Changes and then Enable the Automation via the toggles on the right in the automation list view.
Automation Event Logs
You can see automation execution event logs in two places:
Via the Logs Tab within any automation (click on the automation and click the logs tab)
Click i with the circle under details to see further details about the event log
Automations Frequently Asked Questions
Is there a rate limit associated with automations?
Yes, automations will be disabled if they are found to exceed 5% of the monthly execution limit within a 5 minute period. For example, a company with a limit of 1,000 executions per month, if a single automation exceeds 50 executions within 5 minutes, any technical contacts or an account owner will be notified via email to let them know that the automation has been disabled and that it will need to be re-enabled by them to continue use.
This is to ensure that the platform remains highly available and responsive and that an overly-active automation doesn't interfere with general operations. This would typically only occur by an automation that is misconfigured.
NOTE: Execution limits are NOT enforced at the moment.
How is my execution limit set?
The execution limit is set by calculating your number of locations multiplied by 1000, or the number of team members active on your account multiplied by 250. We take whichever is greater. If you feel that your use-case requires an allotment increase beyond these limits, please contact support to discuss your needs and we can determine any additional cost if necessary.
Can you I send an automation via SMS?
Not yet, but coming soon!