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Communication

Purpose

The communication feature is a great way to keep in contact with your team and customers. You can send documents to sign, pictures, documents, or financial documents. JobNimbus is not an email client like Outlook or Gmail, but you can still send outbound email from within JobNimbus. There are 2 ways to communicate in JobNimbus: External and Internal. External communications is for emails and sharing. Internal communications can be used for emails, notes, and @mentions.

Before we get into it

Notifications

In order to get started with receiving notifications, update your Notification Preferences. To do this, click on your name in the top right corner and select "My Info" from the dropdown menu. In the My Info window, scroll down until you see the Notifications section.

Communication My Info Notification Preferences

The different preference options are as follows:

  • Task Reminders - This will send you a daily notification, letting you know which tasks are overdue, due today, and upcoming. This notification is only for emails.
  • Contact Assigned - This will send you a notification whenever a Contact is assigned to you. This notification can be sent through emails or as a push notification on your mobile device.
  • Task Assigned - This will send you a notification whenever a task is assigned to you. This notification can be sent through emails or as a push notification on your mobile device.
  • Work Order Assigned - This will send you a notification whenever a work order is assigned to you. This notification can be sent through emails or as a push notification on your mobile device.
  • @mention - This will send you a notification whenever someone mentions you in a note. This notification can be sent through emails or as a push notification on your mobile device.

Email notifications will send you an email regarding the notification, while push notifications will send you a mobile notification. To ensure that you receive your notifications on your mobile device, make sure you allow notifications from JobNimbus in your mobile device's settings.

Custom Note Types

You can create custom note types to organize the notes you create for your Contacts and Jobs. To create note types clcik on your name in the top-right corner of the screen and select "Settings" from the drop-down menu. Then, select "Note Type" from the left-side navigation bar. In your note type settings tab, click the "Add Type" button to add a new note type.

Communication Note Type

Clicking on the "Add Type" button, will bring up the Add Type window.

Communication Note Type Add2

In the Add Type window, you can:

  1. Name the note type however you need.
  2. Add the Note Type to your list
  3. Check to show the note type when sharing. By having this checked, related contacts will be able to view notes of that type (that aren't also marked as Private) using that Share link. Un-checking it prevents those notes from showing on the Shared page. To learn more about sharing, read our section on Sharing.

In your Note Type page, you can also use the buttons to the right of the custom note type to Edit an existing note type, Hide custom note types so they are unable when creating a note, or even Delete a custom note type.

Email Settings

You can customize the email that JobNimbus uses to send emails from JobNimbus. To customize your JobNimbus email, go to your settings, and select "Email" from the left-side navigation bar.

Communication JobNimbus Email

By default, your JobNimbus email will begin with jobnimbus, followed by a number. You can update that part of your JobNimbus email. You can also update the Email forwarding address. This is the email address all of your emails that get sent to JobNimbus will be forwarded to.

You can also choose to add a subject tag. This adds the Contact or Job number associated with the email, such as [Job #1234], to the subject line. This can help you track your emails easier, it can also allow emails forwarded to JobNimbus with the Contact or Job number to be filed with the associated Contact or Job.

Checking the checkbox labeled "Show incoming email attachments in the Documents or Photos tabs" will allow JobNimbus to pull the attached document or photo from the email sent to JobNimbus and file them in the Contact's or Job's Documents or Photos tab.

Overview

External communication

The external communication feature allows you to keep in contact with your customers through sending emails and using the "Share" feature.

Email Templates

To create the same email you can send to several of your customers, you can create an email template.

To create an email template, click on your name in the top right corner and select "Settings" from the dropdown menu. In your Settings, select "Templates" from the menu on the left.

Templates Access

In your templates tab, click on "Add Template" and select "Email" from the dropdown menu. This will take you to the Template Builder.

Communication Email Template

In the Email Template Builder, you can:

  1. Give a name to your Template
  2. Add a hyperlink to your email
  3. Add an image to your email
  4. Add a table to your email
  5. Add a Template Field, these fields can add personalized information to your emails by pulling the information from your Contacts or Jobs.

In the email body field, type out your email. Use the Template Fields to make your email more personalized for your customers.

Once you are done creating your email, click on the "Add Template" button at the bottom of the Template Builder. The email template will appear under the Email Templates section in your Templates tab in Settings. To learn more about creating templates and what you can do with the template, read our article here.

Sending an Email

There are two ways to send an email to your customers.

  1. Click on the 3 dots in the top right corner of the customer's information panel and select "Send Email" from the dropdown menu.
  2. Click on the "Add Note" button in the Activity Pane, and then change the Type to "Email".

This will pull up the Send Email window.

Communication Add Email

In the top of the window, you can:

  1. Change the note type.
  2. Choose an email template to use.
  3. Type an email if you don't use a template.

  4.   Add attachments to your email.

Communication Add Email Bottom

In the bottom of the window, you can:

  4.   Add attachments to your email. These attachments are the documents or photos that are                already associated with the Contact or Job. If an attachment is associated with a related
        Contact, you will not be able to send it to the current Contact or Job.

  5.   Add a subject to your email. This subject is what will show up in the Subject line of the email
        sent to your contact.

  6.   Choose to whom you send your emails. You can choose from the Sales Rep, any or all team
        members assigned to the Contact or Job, the Contact or any related Contacts, any other
        Contact you choose. If you are using the "Other Contacts" option, you can add multiple
        emails, each separated by a comma.

  7.   Send the email.


After sending the email, it will appear as a note in the Activity pane in your Contact or Job. In your Activity pane, you can view the email in its entirety by clicking on "Show More", or you can click on the 3 dots in the top-right corner of the activity and either reply to it, forward the email to another person, or delete it from your activity feed.

To learn how to send an email using our automations feature, read our articles about Event-based Automations and Time-based Automations.

To learn about sending emails to your suppliers and subcontractors, read our article here.

Sharing

Sharing is a great feature if you want to share your customer's information with them. This works as a sort of Customer or Subcontractor Portal, as your customer will be able to view the attachments, documents, financials, and other information using this feature.

To share a customer's information with them, click on the 3 dots in the top right corner of the customer's information panel and select "Share" from the dropdown menu.

This will bring up the Share window.

Communication Share

In the Share window, you can:

  • With whom you would like to share the Contact or Job's information
  • Choose which attachments you want to allow the contact to view

After you click share, a link will be sent to the Contact to allow them to view the information you chose to share.

Internal Communication

The internal communication feature allows you to keep in contact with your team members through sending emails, creating notes, and @mentions.

Email Templates

To create the same email you can send to your team members, you can create an email template.

To create an email template, click on your name in the top right corner and select "Settings" from the dropdown menu. In your Settings, select "Templates" from the menu on the left.

Templates Access

In your templates tab, click on "Add Template" and select "Email" from the dropdown menu. This will take you to the Template Builder.

Communication Email Template

In the Email Template Builder, you can:

  1. Give a name to your Template
  2. Add a hyperlink to your email
  3. Add an image to your email
  4. Add a table to your email
  5. Add a Template Field, these fields can add personalized information to your emails by pulling the information from your Contacts or Jobs.

In the email body field, type out your email. Use the Template Fields to make your email more personalized for your customers.

Once you are done creating your email, click on the "Add Template" button at the bottom of the Template Builder. The email template will appear under the Email Templates section in your Templates tab in Settings. To learn more about creating templates and what you can do with the template, read our article here.

Sending an Email

There are two ways to send an email to your customers.

  1. Click on the 3 dots in the top right corner of the customer's information panel and select "Send Email" from the dropdown menu.
  2. Click on the "Add Note" button in the Activity Pane, and then change the Type to "Email".

This will pull up the Send Email window.

Communication Add Email

In the top of the window, you can:

  1. Change the note type.
  2. Choose an email template to use.
  3. Type an email if you don't use a template.

  4.   Add attachments to your email.

Communication Add Email Bottom

In the bottom of the window, you can:

  4.   Add attachments to your email.

  5.   Add a subject to your email.

  6.   Choose to whom you send your emails. You can choose from the Sales Rep, any or all team
        members assigned to the Contact or Job, the Contact or any related Contacts, any other
        Contact you choose.

  7.   Send the email.


After sending the email, it will appear as a note in the Activity pane in your Contact or Job. In your Activity pane, you can view the email in its entirety by clicking on "Show More", or you can click on the 3 dots in the top-right corner of the activity and either reply to it, forward the email to another person, or delete it from your activity feed.

To learn how to send an email using our automations feature, read our articles about Event-based Automations and Time-based Automations.

To learn about sending emails to your suppliers and subcontractors, read our article here.

Adding Notes

To add a note to a Contact or Job, click on the "Add Note" button in the Activity Pane. This will bring up the Create Note window.

Communication Add Note2

In the Create Note window, you can:

  1. Change the note type. The options include: Note, Phone Call, Email, Meeting Notes, Text Message, Accurence, and Automation. Note: the Accurence option will only work if the feature is included, and Text Message will only work on a Mobile Device, as this will take you to your mobile device's text messaging app to complete the process.
  2. Add text in the body of the note.
  3. Include attachments in the note.
  4. Mark the note as private. This will allow only those with access permissions to private notes to view the note. To learn more about Access Permissions, visit our article on your Settings.
  5. Change the note to an email by checking the "Send Email" checkbox.

@mentions

In your notes, you can use the @mentions feature to notify your team members about the note. Use the @ sign followed by your team member's name to notify your team member.

The team member will be notified according to the Notification Preferences they have chosen in their My Info window.

Reporting on Notes and Emails

You can create a custom report to view all of your communication in JobNimbus. To create the report, select "Reports" from the left-side menu, click on the 3 dots to the right of "My Saved Reports", and select "Create Activity Report" from the drop-down menu.

You can then use the Add Filter drop-down to add a filter for a specific note type, such as email.

To learn more about creating custom reports, read our article here.

Do's and Don'ts

Do

  • Mark your Notifications Preferences in your My Info
  • CC your jobnimbusmail.com email address when emailing a client from outside JobNimbus
  • Include emails in your Contacts and Jobs

Don't

  • Email your contacts by clicking on their email in the Contact or Job information pane

FAQ

  • I am not receiving any of my notifications.

Check your Notifications Preferences by clicking on your name in the top right corner and selecting "My Info". In your My Info window, scroll down to your Notifications section. Make sure you have checked your notifications properly.

  • What email address does JobNimbus send through?
The email address that will be sent through can be found in your settings, in the "Email" tab. It is listed under "Your JobNimbus Email."
  • How do I turn on notifications for when a task is assigned?
To update your notification preferences, click on your name in the upper right corner and select "My Info" from the dropdown menu. In your My Info scroll down to the Notifications section and check the box for "Task assigned". Make sure you click the "Save Notification" button.
  • What is the purpose of the email forwarder? Shouldn't all my email go there?
Outbound email sent and replied to goes to the assignee and related Contacts on the Job/Contact. The forwarding email you put in settings --> email is a catch-all when the system does not know where to attach the email.
Yourcompany@Jobnimbusmail.com is our email server which will attach a reply to a contact based on of the subject line in the mail [Contact/Job #1234] or the actual email itself (if you have that particular email in the system on a Contact/Job). Only when the mail server cannot find this information will it send to the forwarding email you have in your account. 

 

Contact Us

Still have a few questions about setting up your company’s communication and notification preferences? Contact Support at (855) 964-6287 or via email at support@jobnimbus.com.

Have a great idea to help us improve our communication feature? Recommend features and vote for requests at JobNimbus Feedback!