Getting a Notification When an Estimate is Signed


Overview:

When an estimate is signed, you will be able to get started on work right away. Additionally, what better way to do that than being immediately notified that an estimate has been accepted and signed?

To accomplish this, you will need to create a document template with a signature field in it and a special field to include estimates. Also, you will need to create an email template that will be your notification. That template will need some extra information so that you ultimately know who signed your estimate. After that, you will create an automation. The automation will automatically notify you that your document has been signed. 

Approximate setup time:
30 minutes - 1 hour

What is needed:

Part 1:
Create a document template with a signature and estimate template fields. Proceed to:

  1. As a Jobnimbus Admin proceed to your JobNimbus Settings.
  2. From the left-hand column, select the tab titled, Templates.
  3. Select Add Template
  4. Select Document.
  5. Make sure the template fields you need are in the document:
    You may copy/paste these, or find them in "insert template field" built in section.
    [[document_attachments]]
    [[photo_attachments]]
    [[estimates]]
    [[signature]]

  6. Select Save Template.

 

Part 2:

Create an email template for your automation notification. Proceed to:

  1. As a Jobnimbus Admin proceed to your JobNimbus Settings.
  2. From the left-hand column, select the tab titled, Templates.
  3. Select Add Template.
  4. Select Email.
  5. Add any relevant verbiage and template fields. Sample template fields (shortcodes), that you may copy/paste:
    email shortcodes
  6. Select Save Template.

 

Part 3:
Create an automation. Proceed to:

  1. As a Jobnimbus Admin proceed to your JobNimbus Settings.
  2. From the left-hand column, select the tab titled, Automation.
  3. Select Add Rule.
  4. Input a Rule Name, such as "Estimate signed notification".
  5. When an "Activity" is "Created."
  6. Select Add Condition.
  7. If Note contains any "Document Signed, Document eSigned," then select Save.

  8. Require any condition to be true.
  9. Select Add Action.
  10. Select the email template in the drop-down menu.

  11. Create a subject to your liking.
  12. Select your recipient(s).

  13. Save the Action and Automation.

   

Part 4:

Create the document under the contact. Proceed to:

  1. Create or view a test contact with a valid email address.
  2. Select the ellipse icon and select Create Document.
  3. Select your design template.

  4. Select the desired estimate's checkbox.
  5. Select Create Document.  

  

Part 5:

Email and sign the document to trigger the automation. Proceed to: 

  1. Email the document.

  2. Check the inbox of the test contact's email.
  3. Sign the document.

  

Part 6:

To ensure that the process worked correctly:

  1. Either the inbox of the recipient will have the email, or you can check the audit trail to see that the automation was triggered via the contact record's activity tab.
  2. If it did not work, check your automation again and make sure it looks identical to the one created in this article.

 

Note: Signatures via the mobile app default to an extra page. At this time there aren't signatures on the same page of the document, unless eSigned via email.