Event-Based Automations

Purpose

The automations feature functions like your personal assistant. You can use automations to create rules to move Contacts or Jobs through statuses in a workflow, create tasks, and even send email templates.

Event-based automations will perform an action or set of actions based on conditions you've chosen. For example, if you would like to send an email when a Contact is moved into a specific status, you can create an event-based automation for that.

Before we get into it

Before you create your automation rules, look at your job process. To learn more about creating your job process, read more in our article about Workflows here. As you are going through your job process, make a note of actions, such as creating tasks, sending emails, and moving a Contact or Job from one status to the next, you might want to have every time at certain steps during the process.

Mark down all of the actions you want JobNimbus to do during your job process. If you need an email sent at a certain status, make note of that. If you need a task created at a certain status, make note of that, this is an event-based automation. If you need a task created after a certain amount of time, and then an email sent out after that task is complete, make note of that, this is a time-based automation. To learn how to create time-based automations, read our article here.

After you have made note of all of the actions you would like JobNimbus to do during your job process, you can use those notes to help you build your automations so JobNimbus works for you.

We have included a set of Automation recipes for your convenience. You can access these recipes here.

Overview

The automation feature in JobNimbus utilizes "If/Then" programming to cut down on the repetitive tasks you need to do. This feature implements specific rules that, once triggered, initiate particular actions. Some examples of how event-based automations can be used are as follows:

  • Send notifications to your team members when a record is updated.
  • Notify a sales rep when a new lead is entered into the system.
  • Assign tasks when a record in the system is updated.
  • Create a follow-up task after an appointment is completed.
  • Send follow up emails to customers.
  • Notify departments on the status of a document.

Accessing Automations

To access your automations, click on your name in the top right corner select "Settings" from the drop-down menu. Then, select "Automation" from the menu on the left. This will bring up your automations page to view all of your automation rules.

If you already have automation rules set up, you can duplicate existing automation rules by clicking on the 3 dots to the right of the rule title and select Duplicate.

Automations - Duplicate

To add a new rule, click on the "Add Rule" button in the top right of the Rules pane.

Automations - Add Rule Button

This will bring up the Add Rule window.

Automation Event - Ruleset

In the Add Rule window, you can:

  1. Name your rule. Be descriptive in your name so you can easily find it in your rules list.
  2. Update the trigger type. Clicking on the drop-down menu will bring up two options: Event based and Time based. Switching to Time based will update the Add Rule window so you can create a time-based automation rule. To learn more about time-based automation rules, read our article here.
  3. Update the trigger record. The different records you can use to trigger the automation are: Contact, Job, Task, Work Order, Material Order, Payment, Attachment, or Activity. Each different type of record will allow for different conditions to specify how the automation will trigger.
  4. Specify when to run the automation. You can use this drop-down menu to choose between when the record is Created, Modified, Created or Modified, or Deleted.
  5. Add a condition. These conditions are what JobNimbus will look for to trigger the automation. For example, you can add a condition for when a Contact's status is equal to Lead. When a Contact is in that status, the automation will trigger. Conditions are explained in more detail below
  6. Add an action. An action is what is triggered after a record meets the condition of the rule. For example, once the Contact is in the Lead status, a task can be created that is assigned to the Sales Rep to follow up with the Contact. Actions are detailed below.
  7. Save your automation rule.

Automation Conditions

Clicking on the "Add Condition" button, will pull up the Add Condition window. This is the "If" part of the "If/Then" programming of the automation. The options in this window will depend on the trigger record chosen.

Automations Event - Condition

In the Add Condition window, you can:

  1. Choose the category in the record type. The available categories will vary based on the trigger record. For example, when using a Contact record, you can choose the condition to be a workflow type, a status, or a custom contact field.
  2. Choose the category to be equal or not equal to the option chosen in the next drop-down menu. This could be different depending on the record type chosen, such as for tasks, you can choose to view complete or incomplete.
  3. Specify the category further. For example, when using a Contact record and choosing the workflow type as the condition, you can choose the workflow type to be equal to Residential Retail. Now when a Contact is in that workflow type, the action will trigger.
  4. Mark the checkbox labeled "Only if Type is modified" to have the automation trigger only when an action changes the chosen aspect of the record. This is helpful when you want the automation to run only when the record type category is modified, and not each time an action is taken while the record is the given type.
  5. Save your Condition.

You can add as many conditions as you would like to your automation rule. For example, when using a Contact record for the trigger, you can add a condition for "Workflow type is equal to Residential Retail", and another condition for "Status is equal  to Write Estimate", and then another for "Sales Rep is not equal to a specific [John Doe]". This could help specify the exact condition you want to trigger your action. The more specific the conditions are, the more control you have over triggering the automation and the more targeted you can make the resulting action.

Adding a condition will open another option on the Add Automation Rule window. This option allows you to require all the conditions be met to trigger the action, or just any condition be met for the action to be triggered.

Automations Event - Condition Required

If you have the option "Require all conditions to be true" checked, this means that each condition you have entered into the automation rule must be met before the automation can run. If the option "Require any condition to be true" is checked, only one of the conditions needs to be met in order for the automation to run.

Automation Actions

Clicking on the "Add Action" button will pull up the Add Action window. The action is the "Then" part of the "If/Then" programming in the automation.

Automations - Action

In the Add Action window, you can:

  1. Choose which action will be triggered. These actions are: Create Task, Send Email, Change Status of either Contact or Job, and Webhooks. These will be detailed below.
  2. Click Continue, which will allow you to create the details of the action.

Create Task Action

The create task action allows you to create a task when the condition or conditions are met.

Automations - Create Task

In the Create Task window, you can:

  1. Choose the task type. You can create custom task categories in your settings. To learn more about task types, read our article here.
  2. Name your task. This is required to create your task. Give your task a descriptive name.
  3. Give your task a description. You can use this text box to further describe your task.
  4. Mark the task as All Day. Unchecking this box, will unlock another option to specify the duration of your task.
  5. Specify the Start or Due Date of the task. This is specified to trigger after the condition or conditions are met. You can specify the time in the amount of minutes, hours, days, weeks, months, or years.
  6. Update the priority of the task. The priority can be set to None, High, Medium, or Low.
  7. Choose the assignee for the task. This is required to create your task. Click in the text field to pull up a drop-down menu of all the team members you have in JobNimbus. You can also choose, Current Assignees, Sales Rep, Contact, or all Related Contacts.
  8. Choose to maintain related contacts in the task. This means that the task will relate the task to the Contact or Job of the trigger record if this is checked.
  9. Save your action.

Send Email Action

The send email action allows you to send an email when the condition or conditions are met.

Automations - Email Action

In the Send Email window, you can:

  1. Choose which email template you will be sending to your Contact. You can only send email templates through automation rules. To learn more about email templates, read in our article here.
  2. Give your email a subject line.
  3. Choose one or more recipients for the email. Click in the text field to pull up a drop-down menu of all the team members you have in JobNimbus. You can also choose, Current Assignees, Sales Rep, Contact, or all Related Contacts. Note that Related Contacts does not include the actual Contact/Customer in your record.
  4. Save your action.

Change Status Action

The change status action allows you to change the status of a Contact or Job when the condition or conditions are met. You could also change the Contact or Job's workflow type using this action.

Automations - Status Action

In the Change Status window, you can:

  1. Choose the Workflow type you would like to move the Contact or Job into.
  2. Choose the Status the Contact or Job will have in the Workflow type.
  3. Save your action.

    Webhook Action

    Webhooks allow you to create specific code for automations. We do not recommend you creating webhooks if you are not familiar with programming.

    Webhooks are a method for two websites or internet services to transfer data from a beginning point and an endpoint. The data transferred may encompass various purposes such as transferring contact information, sharing event or activity information between systems, or providing a reporting to an endpoint that collects and utilizes the data provided.

    Within the Automations function of JobNimbus, you are able to connect JobNimbus to an open, static webhook URL to transfer data to another service. Examples of the record types’ information that may be transported via a webhook from JobNimbus include:

    • Contacts

    • Job details.

    • Tasks

    • Work Orders

    • Material Orders

    • Activity (Notes, System Information, and Timestamps)

    To connect JobNimbus to an outside service using a webhook, you will need to retrieve a static webhook URL from the outside service. Please contact support of the outside service if you are unfamiliar with how to retrieve this.

    The following fields are available for the various record types provided via a webhook URL:

    • Contacts:

      address line1, address line2, city, company, country name, created by, created by email, created by name, date created, date end, date start, date status change, date updated, description, display name, email, external id, fax number, first name, home phone, jnid (JobNimbus ID), last name, mobile phone, number, owners (Assignees), record type name, sales rep, sales rep email, sales rep name, source name, state text, status name, tags, type, website, work phone, zip.

    • Jobs:

      address line1, address line2, city, country name, created by, created by name, date created, date end, date start, date status change, date updated, description, external id, jnid (JobNimbus ID), name, number, owners (Assignees), primary id, primary name, primary number, primary type, record type name, related, sales rep, sales rep name, source name, state text, status name, tags, type, type contact, zip

    • Tasks

      created by, created by email, created by name, date created, date end, date start, date updated, description, external id, is completed, number, owners (Assignees), primary, priority, record type name, related, tags, title, type

    • Work Orders:

      date updated, created by, created by email, created by name, customer note, date created, date end, date start, date status change, internal note, jnid (JobNimbus ID), number, owners (Assignees), record type name, related, sales rep, status name, type

    • Material Orders:

      created by, created by email, created by name, customer note, date created, date material order, date status change, date updated, internal note, jnid (JobNimbus ID), number, owners (Assignees), related, sales rep, status name, type

    • Activity (Notes, System Information, and Timestamps):

      created by email, created by name, created by, date created, date updated, email status, external id, is status change, jnid (JobNimbus ID), note, owners (Assignees), primary id, primary name, primary new status, primary old status, primary type, record type name, related, sales rep, sales rep name, type

    Event-Based Automation Recipes

    The following are several recipes we have included for your use. If any of these tasks are something you would like JobNimbus to accomplish during your job process, use the recipe provided to create the event-based automation rule.

    1. Notify Manager of Contact Status Update

    2. Assign a Task Based on a Status Update

    3. Notify Sales Rep of New Lead
    4. Create a Task based on the Completion of a Previous Task
    5. Automate a Workflow
    6. Send a Notification when a Document is Signed
    7. Send a Notification to a Customer Regarding an Appointment
    8. Create Tasklist for a Sales Rep for a New Lead
    9. Send a Welcome Email to a New Lead

    Recipe 1: Notify Manager of a Contact Status Update

    This automation will notify a manager via email that the status has been updated on a job using a pre-existing email template.

    Prior to the automation setup:

    • Create an email template. To learn more about creating email templates, read our article here.

    Creating the Automation

    1. Choose the "Event based" trigger type
    2. Select the "Contact" trigger record
    3. Choose when the record type is "Created or Modified"
    4. Select "Add Condition"
    5. Make the condition: If Type is equal to "Select appropriate type
    6. Select "Add Condition" again
    7. Make the condition: If Status is equal to "Select appropriate status"
    8. Mark condition to trigger only when modified
    9. Check the radial for "Require all conditions to be true"
    10. Select "Add Action"
    11. Choose the "Send Email" action
    12. Select the appropriate email template
    13. Type in the subject of your choice
    14. Select "Appropriate Manager" in the Recipients text field

    Automations Event - Recipe 01

    Automations Event - Recipe 01 Action

    Recipe 2: Assign a Task Based on a Status Update

    Create and assign a task to a team member when a Job enters a certain status.

    1. Choose the "Event based" trigger type
    2. Select the "Job" or "Contact" trigger record
    3. Choose when the record type is "Created or Modified"
    4. Select "Add Condition"
    5. Make the condition: If Status is equal to "Select appropriate status"
    6. Mark condition to trigger only when modified
    7. Check the radial for "Require all conditions to be true"
    8. Select "Add Action"
    9. Choose the "Create Task" action
    10. Create your task and choose the assignees, then click "Save"

    Automations Event - Recipe 02

    Automations Event - Recipe 02 Action

    Recipe 3: Notify Sales Rep of New Lead

    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.

    1. Choose the "Event based" trigger type
    2. Select the "Contact" trigger record
    3. Choose when the record type is "Created or Modified"
    4. Select "Add Condition"
    5. Make the condition: If Type is equal to "Select appropriate type
    6. Select "Add Condition" again
    7. Make the condition: If Status is equal to "Lead"
    8. Mark condition to trigger only when modified
    9. Check the radial for "Require all conditions to be true"
    10. Select "Add Action"
    11. Choose the "Create Task" action
    12. Create your task and choose the assignees, then click "Save"

    Automations Event - Recipe 03
    Automations Event - Recipe 03 Action

    Recipe 4: Create a Task based on the Completion of a Previous Task

    Once one task of a specific type is completed, this automation will create another task of a different type. Do not create an automation in which the condition and action contain the same task type without some other condition being included, as well.

    Prior to the automation setup:

    • Create a task type that you can use for specific tasks. To learn more about creating task types, read our article here.

    Creating the Automation

    1. Choose the "Event based" trigger type
    2. Select the "Task" trigger record
    3. Choose when the record type is "Created or Modified"
    4. Select "Add Condition"
    5. Make the condition: If "Is Complete" is equal to "True
    6. Mark condition to trigger only when modified
    7. Select "Add Condition" again
    8. Make the condition: If Task Type is equal to "Select appropriate type"
    9. Check the radial for "Require all conditions to be true"
    10. Select "Add Action"
    11. Choose the "Create Task" action
    12. Create your task and choose the assignees, then click "Save"

    Automations Event - Recipe 04

    Automations Event - Recipe 04 Action

    Recipe 5: Automate a Workflow

    This automation rule 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 or Contact.

    1. Choose the "Event based" trigger type
    2. Select the "Workflow" trigger record
    3. Choose when the record type is "Modified"
    4. Select "Add Condition"
    5. Make the condition: If "Status" is equal to "Completed
    6. Mark condition to trigger only when modified
    7. Check the radial for "Require all conditions to be true"
    8. Select "Add Action"
    9. Choose the "Change Status (Parent Job)" action
    10. Choose the appropriate Workflow type and Status

    Automations Event - Recipe 05

    Recipe 6: Send a Notification when a Document is Signed

    This automation will send an email to a manager when a document is signed.

    1. Choose the "Event based" trigger type
    2. Select the "Activity" trigger record
    3. Choose when the record type is "Created"
    4. Select "Add Condition"
    5. Make the condition: If Type is equal to "Note
    6. Select "Add Condition" again
    7. Make the condition: If Note containsis (any) "Document Signed"
    8. Check the radial for "Require all conditions to be true"
    9. Select "Add Action"
    10. Choose the "Send Email" action
    11. Select the appropriate email template
    12. Type in the subject of your choice
    13. Select "Appropriate Manager" in the Recipients text field

    Automations Event - Recipe 06 New

    Automations Event - Recipe 06 Action New

    Recipe 7: Send a Notification to a Customer Regarding an Appointment

    This automation will send an email notification to a Contact when an appointment is created with a specific task type.

    Prior to the automation setup:

    • Create an email template. To learn more about creating email templates, read our article here.
    • Create a task type that you can use for specific tasks. To learn more about creating task types, read our article here.

    Creating the Automation

    1. Choose the "Event based" trigger type
    2. Select the "Task" trigger record
    3. Choose when the record type is "Created"
    4. Select "Add Condition"
    5. Make the condition: If Task Type is equal to "Select appropriate type
    6. Check the radial for "Require all conditions to be true"
    7. Select "Add Action"
    8. Choose the "Send Email" action
    9. Select the appropriate email template
    10. Type in the subject of your choice
    11. Select "All Related Contact(s)" in the Recipients text field

    Automations Event - Recipe 07 new

    Automations Event - Recipe 07 Action New

    Recipe 8: Create Tasklist for a Sales Rep for a New Lead

    Create and assign a list of tasks to the Sales Rep when a Contact is created.

    1. Choose the "Event based" trigger type
    2. Select the "Contact" trigger record
    3. Choose when the record type is "Created or Modified"
    4. Select "Add Condition"
    5. Make the condition: If Type is equal to "Select appropriate type"
    6. Select "Add Condition"
    7. Make the condition: If Status is equal to "Select appropriate status"
    8. Check the radial for "Require all conditions to be true"
    9. Select "Add Action"
    10. Choose the "Create Task" action
    11. Create your task and choose the assignees
    12. Repeat steps 10 and 11 as many times as needed, then click "Save"

    Automations Event - Recipe 08

    Recipe 9: Send a Welcome Email to a New Lead

    This automation will send a pre-existing email template to a new lead.

    Prior to the automation setup:

    • Create an email template. To learn more about creating email templates, read our article here.

    Creating the Automation

    1. Choose the "Event based" trigger type
    2. Select the "Contact" trigger record
    3. Choose when the record type is "Created"
    4. Select "Add Condition"
    5. Make the condition: If Type is equal to "Select appropriate type
    6. Select "Add Condition" again
    7. Make the condition: If Status is equal to "Select appropriate status"
    8. Mark condition to trigger only when modified
    9. Check the radial for "Require all conditions to be true"
    10. Select "Add Action"
    11. Choose the "Send Email" action
    12. Select the appropriate email template
    13. Type in the subject of your choice
    14. Select "Contact" in the Recipients text field along with any other recipients needed, then click "Save"

    Automations Event - Recipe 09

    Automations Event - Recipe 09 Action

    Do's and Don'ts

    Do

    • Use automations to help you work more efficiently
    • Create email templates for your email automation
    • Consider adding custom task types if you are creating automations based on tasks to avoid accidental triggering from unintended tasks

    Don't

    • Create an automation that will create an infinite loop

    FAQ

    • What does "all related contacts" mean in relation to an email action? 

    All related contacts are Contacts that are related to a Contact. If no Contacts are related, then no email will trigger.

    • Why does the error "These settings can cause an automation loop. Please select another 'Task Type' for action or condition" display?

    This error message shows because if the automation was created it may create an infinite amount of automations. We will disable an automation if it creates more than 10 duplicate tasks and will notify you via email. Often a previously created automation can cause a conflict of this kind.

     

    Contact Us

    Still have a few questions about setting up your automation rules? Contact Support at (855) 964-6287 or via email at support@jobnimbus.com.

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