The automation feature in JobNimbus utilizes if-and-then programming to make your data work more efficiently and effectively for you as it lessens the need for you to complete tasks and data input. This feature implements specific rules that, once triggered, initiate a particular action. Some examples of how automations can be used:
- Sending notifications to team members when a record is updated.
- Notify a sales rep of new lead is entered into the system.
- Assigning tasks based on the update of a record in the system is updated.
- Creating a follow-up task after an appointment is completed
- Automating the workflows of contacts, jobs and work orders.
- Sending follow up emails to customers.
- Notifying departments on the status of a document.
The Elements of an Automation Rule
Before creating an Automation rule, it helps to understand the elements of what makes up an Automation;
The "When" portion of an Automation type dictates which scenario must take place, before the conditions and actions may be applied.
Examples of types include Contact, Job, Task, Work Order, Material Order, Attachment, and Activity.
Scenarios include: Created, Modified, Created or Modified, or Deleted.
A condition is a criterion that an Automation must meet before being able to be executed. Conditions allow for Automation rules to be very specific and concise regarding what must happen before the action occurring.
Examples of conditions that can be applied to an Automation include Status, Type, Conditional Values for Numeric or Date Fields, True / False flags on Boolean fields, etc.
The action is what is the portion of an Automation that represents what needs to be executed.
Examples of actions in an Automation include: Create a Task, Send an Email, Update the status of a parent record (Contact or Job)
Steps in Creating an Automation:
To create an Automation rule in JobNimbus:
- As an Admin or user with access to the Settings of JobNimbus, log in.
- From the top-right of the page, select your name.
- From the drop-down under your name, select "Settings."
- From the column on the left-hand side of the Settings page, select "Automation."
- Select "Add Rule"
- Designate a name for the new rule.
- Select the type and scenario of the Automation rule (I,e. When a "Contact" is "Created or Modified").
- To add a condition to the rule, select "Add Condition" (Optional).
- Select the desired data field, operation, and desired value to be applied to the rule. Example: If Status is Equal to Active.
- Modified checkbox - The modified checkbox appears below each condition in an Automation rule during the creation or editing of said condition. The modified checkbox represents an additional sub-condition that the field of data within the condition must meet by being in the process of changing that data value.
An example of a good use of the modified checkbox: Creating an automation such as Job or Contact is "Created or Modified" with the condition that "If Status is Equal to Job Complete" with the modified checkbox checked. In this example, whenever the said record is changed to this Status, the automation will trigger. However, if the record is only edited while currently in the Job Complete status and the status is not being changed, the condition of the automation would not be met to be triggered.
- Select "+ Save"
- Conditions (Radio Button Selection): Select whether all or any of the conditions must be true to trigger the action.
- To add an action, select "+ Add Action".
- Create Task
- Select a Task Type
- Select a Task Name
- Input a Description
- Select a start / due date (Optional, unchecking All Day results in adding a duration)
- Priority (Optional)
- Select Assigned team members by typing or selecting from the provided drop-down menu.
- Maintain related contacts and jobs: selecting this option will carry forward any linked/related contacts or jobs associated with the parent record (I,e. Job, Contact, or Task).
- Select "+Save".
- Send Email
- Select an email template. (A template can be added via the "Templates" section of the Settings via the "Add Template" button).
- Input a Subject
- Input the desired recipient for the email. (I,e. Contact, Primary Contact, All Related Contacts, etc.).
- Select "+Save".
- Change Parent Status (Contact or Job)
- Select the new parent type.
- Select the new parent status.
Sample Automation Rules (Recipes):
Notify Manager of Job Status Update:
Purpose: Notify manager via email that the status has been updated on a job using a pre-existing email template.
Assign Task Based on Status Update:
Purpose: The status of a Job initiates the creation of a task.
Notify Sales Rep of New Lead:
Purpose: Whenever a new Lead is created, or a contact is put back into a lead status, the sales rep is given the task to set up an appointment.
Create a Task-Based on the Completion of a Previous Task
Purpose: Once one task of a specific type is completed, it creates another task of a different type. Do not create an automation in which the condition and action contain the same task type without some another condition being included, as well.
Automating a Workflow
Purpose: This automation allows for the union of two workflows between different record types when a given condition is met.
In this Automation, the status of the work order is used to change the status of the parent job. You could also use a work order type or another relevant field to ensure that the change of status is complete, as well.
Notification Regarding a Document
Purpose: When a document is signed, an email will be sent to the manager.
Notification to a Customer Regarding an Appointment
Purpose: When an appointment is created with a specific task type, the customer receives an email notification.
In this Automation, the first requirement is an outward-facing, email template for customers. If creating tasks under a job, ensure to use the "Job Primary Contact" fields as opposed to "Contact" from the "Insert Template Field" option in the Email template editor. To learn more regarding creating templates, please select the following: Document and Email Templates.
The Automation will secondly require a custom task type. For this example, we've selected "Confirmed Customer Appointment." For more regarding creating custom task types, please see TASK TYPES.
Finally, for the Automation, the "When" statement will be based on the creation of the task. For the conditions, you would select the newly created task type. For the action, you would select "Send Email."
When setting up the "Send Email" action, you would select the option for "All Related Contact(s)." This will send the related contacts of the created task the confirmation email.
When creating the task within the Job or Contact, ensure to add the contact as a "Related Contact" and select the task type as our newly created task type. This will trigger the automation to be sent to the customer.