Time-Based Automations

Overview:

In JobNimbus we have two kinds of automations "event" based and "time" based. The time-based automations are different in that they trigger based on an amount of time that has passed. Event-based automations will trigger immediately based on which conditions you choose.

Time-based automations are great for follow-up or reminders at a future time. This is wonderful for re-occurring work or quarterly maintenance. For example, you may add multiple actions such as an email and the creation of a task for three months into the future. The email will remind the customer of the appointment and the task could remind you to give them a follow-up call for their next service.

The below examples are some common scenarios you can use. Keep in mind you can customize them to fit your needs. Such as being more specific in your statuses or your contact/job types.

 

Time-based automations are supported on the following record types:

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Recipe 1: Send email notification when contact has been sitting for X amount of time:

Prior to the automation setup:

  • Create an email template on the templates tab in settings.
  • Select "Add Template" then "Email"

 

  1. Select the "Automation" tab in settings
  2. Create a rule name of your choice
  3. Select the Trigger type "Time Based"
  4. Select "Contact" for the trigger record
  5. Run this automation "X " (Hours, Days, etc...) "After" "Date Status Changed"
  6. Scroll to Conditions "Add Condition"
  7. If Status is equal to "Select appropriate status" 
  8. Require all conditions to be true
  9. Select "Add Action" again
  10. Send Email
  11. Select the appropriate email template
  12. Type in the subject of your choice
  13. Select "Contact".
  14. "Update"

Email Action:

 

 

Recipe 2: How to move a contact to another status after a period of time:

This case would be for moving old leads into a lost lead status. However, if you have other situations where it would make sense to move contacts into another status based on a time period you can do so.

  1. Select the "Automation" tab in settings
  2. Create a rule name of your choice
  3. Select the Trigger type "Time Based"
  4. Select Trigger record, "Contact"
  5. Run this automation "50" "Days" "After" "Date Created" (these are all variables of which you can change depending on how you set it up, "Date Status Changed" if you changed from one status to another after creation)
  6. Add condition: If "status"  "is equal to" "lead"
  7. Require all conditions to be true.
  8. Add action: Action type: Change Status Type "Customer" Status "Lost" (Type is the workflow, again all of these are variables that you choose) 

 

Recipe 3: How to send an email notification and a task after a period of time for a job :

Prior to the automation setup:

  • Create an email template on the templates tab in settings.
  • Select "Add Template" then "Email"

How to send an email notification and a task after a period of time for a job

  1. Select the "Automation" tab in settings
  2. Create a rule name of your choice
  3. Select the Trigger type "Time Based"
  4. Select "Job" for the trigger record
  5. Run this automation "X " (Hours, Days, etc...) "After" "Date Status Changed"
  6. Scroll to Conditions "Add Condition"
  7. If Status is equal to "Select appropriate status" 
  8. Require all conditions to be true
  9. Select "Add Action"
  10. Create Task
  11. Select a task name and description and "Save"
  12. Select "Add Action" again
  13. Send Email
  14. Select the appropriate email template
  15. Type in a subject of your choice
  16. Select "Primary Contact" this will be the parent contact the job is associated with.
  17. "Update"

Email Action:

Recipe 4: How to send email reminder before an appt:

Prior to the automation setup:

  1. Create an email template on the templates tab in settings.
  2. Select "Add Template" then "Email"
  3. Create an appointment on the contact.

  1. Select the "Automation" tab in settings
  2. Create a rule name of your choice
  3. Select the Trigger type "Time Based"
  4. Select Trigger record "Task"
  5. Run this automation "1 " "Day" "Before" "Start Date"
  6. Scroll to Conditions "Add Condition"
  7. If task type is equal to "Appointment"+Save"
  8. Select "Add Action"
  9. Select "Send Email
  10. Select appropriate Template
  11. Create a Subject
  12. Select "All Related Contacts" as recipients.
  13.  "+Update"

 

Recipe 5: How to change the job from one status to another after a time period has passed:

This automation is for when you want a status to automatically change to another status after it has been sitting for a while.

  1. Select the "Automation" tab in settings
  2. Create a rule name of your choice
  3. Select the Trigger type "Time Based"
  4. Select Trigger record "Job"
  5. Run this automation "50"  "Days" "Date Status Change" (select the terms that suit you)
  6. Scroll to Conditions "Add Condition"
  7. If the status is equal to "Select appropriate status" "+Save"
  8.  Select "Add Action"
  9. Select "Change Status" then "+Continue"
  10. Select appropriate Type (workflow)
  11. Select the appropriate status.
  12.  "+Update"

Recipe 6: How to create a task based off of a custom field on a contact/job:

Prior to the automation setup:

  • Create a custom field on the "contact fields" tab.
  • Select "Add Field" then create a field of your choice from the six types available.

Below are three examples of custom fields used in a time-based automation. Keep in mind there are many variables so you would need to customize this automation to meet your specific needs. In the first example below for "Text" the automation is triggered off of what specific text you type into the text box. You could have a certain keyword that triggers this automation based on what you set up for a word in the automation.

You could create custom fields on a contact, job or work order, the screenshots are on a job but you can select contact depending on your needs.

Text

  1. Select "Automations" in settings
  2. Create rule name of your choice
  3. Select Trigger type "Time-Based"
  4. Select Trigger record "Contact/Job"
  5. Run this automation "2" "Minutes" "After" "Date Status Change" (given variables change on what you choose)
  6. Conditions "Add Condition"
  7. If "Your chosen text field" "is equal to" "test"(given variables change on what you choose)
  8. Save
  9. Add Condition
  10. If "Type" " is equal to"  "Customer" Save
  11. If "Status" "is equal to" " Your chosen status" Save
  12. Require all conditions to be true
  13. Add Action
  14. Create Task (Add an assignee)
  15. Update
  16. Ensure all conditions are met before triggering the status.

Boolean

  1. Select "Automations" in settings
  2. Create rule name of your choice
  3. Select Trigger type "Time-Based"
  4. Select Trigger record "Contact/Job"
  5. Run this automation "2" "Minutes" "After" "Date Status Change" (given variables change on what you choose)
  6. Conditions "Add Condition"
  7. If "Your chosen Boolean question" "is equal to" "true"(given variables change on what you choose)
  8. Save
  9. Add Condition
  10. If "Type" " is equal to"  "Customer" Save
  11. If "Status" "is equal to" " Your chosen status" Save
  12. Require all conditions to be true
  13. Add Action
  14. Create Task (Add an assignee)
  15. Update
  16. Ensure all conditions are met before triggering the status.

Options

  1. Select "Automations" in settings
  2. Create rule name of your choice
  3. Select Trigger type "Time-Based"
  4. Select Trigger record "Contact/Job"
  5. Run this automation "2" "Minutes" "After" "Date Status Change" (given variables change on what you choose)
  6. Conditions "Add Condition"
  7. If "Your chosen Options question" "is equal to" "2"(given variables change on what you create, in this case options are 1,2,3)
  8. Save
  9. Add Condition
  10. If "Type" " is equal to"  "Customer" Save
  11. If "Status" "is equal to" " Your chosen status" Save
  12. Require all conditions to be true
  13. Add Action
  14. Create Task (Add an assignee)
  15. Update
  16. Ensure all conditions are met before triggering the status.

Recipe 7: How to change the status of a work order and create a task :

  1. Select the "Automation" tab in settings
  2. Create a rule name of your choice
  3. Select the Trigger type "Time Based"
  4. Select "Work Order" for trigger record
  5. Run this automation "25" "Days" "After" "Date Status Change"
  6. Add Condition: If "Status" "is equal to" "Completed"
  7. Require all conditions to be true
  8. Add action "Create Task" Select appropriate task type. 
  9. Input a task name and create a description, select whom to assign "Update"
  10. Add action "Change status" Select appropriate type and status
  11. "Update"

 

Recipe 8: How to send an email and change the status of a contact when a document is signed:

Prior to the automation setup:

  • Create a document template on the templates tab in settings.
  • Select "Add Template" then "Document"

Make sure your document template has whatever contract information you need along with [[signature]].

Create an email template on the templates tab in settings.

Select "Add Template" then "Email".

 

  1. Select "Automations" in settings
  2. Select "Add Rule"
  3. Create a rule name of your choice
  4. Select Trigger type "Time Based"
  5. Select Trigger record "Activity"
  6. Run this automation "2 " Minutes After Date Updated (your choice of time)
  7. Scroll to Conditions "Add Condition"
  8. If Note contains any "Document Signed"
  9. Require all conditions to be true
  10. Select "Add Action"
  11. Action Type: "Change status Parent Contact" Type "Customer" Status "Signed Contract" (your choice of status)
  12. "Update"
  13. Select "Add Action"
  14. Action Type, "Send Email" Select a template, type in a subject. Select appropriate recipients.
  15. "Update"
  16. Test a contact, create a document, then sign it.

Recipe 9: How to send an email at a specific time:

  • Create an email template on the templates tab in settings.
  • Select "Add Template" then "Email"

*For "related contacts" to send an email there must be contacts with valid emails in the related checkbox.

  1. Select the "Automation" tab in settings
  2. Create a rule name of your choice
  3. Select the Trigger type "Time Based"
  4. Select Trigger record "Contact"
  5. Run this automation "3 " "Minutes" "After" "Date Status Changed"
  6. Check off at a specific time "8:30 AM" for example
  7. Add condition: If "Status" "is equal to" "Scheduled" (your chosen status)
  8. Require all conditions to be true
  9. "Add Action" Send Email
  10. Select Template
  11. Type in a subject
  12. Select recipients. (Contact)
  13. "Save"

 

Recipe 10: How to create an appointment reminder:

  1. Select the "Automation" tab in settings
  2. Create a rule name of your choice
  3. Select the Trigger type "Time Based"
  4. Select Trigger Record, "Task"
  5. Run this automation "1" "Day" "Before" "Start Date" (as with all variables you choose based off of what you desire)
  6. No conditions, or choose a specific task type if needed (Appointment).
  7. Actions: "Add Action"
  8. Create task
  9. Input a task type and task name.
  10. Add a description if needed.
  11. Save

 

Recipe 11: How to create a reminder to follow up on a non-paying customer:

 Prior to the automation setup:

  • Create an email template on the templates tab in settings.
  • Select "Add Template" then "Email"

Sample Template:

Hi

We need to collect payment for this homeowner. Please reach out to homeowner via a call
and an email.

Then mark your task as complete.

Customer Information:

Name:

Email:

Phone (mobile):

Phone (home):

Thank you!

  1. Select the "Automation" tab in settings
  2. Create a rule name of your choice
  3. Select the Trigger type "Time Based"
  4. Select Trigger Record, "Contact"
  5. Run this automation "10" "Days" "After" "Date Status Change" (as with all variables you choose based off of business needs)
  6. If "Status" is equal to "Pending Payment".
  7. Check off "Require all conditions to be true".
  8. Actions: "Add Action"
  9. Create a task (Optional but you can check this task off when complete)
  10. Input a task type and task name.
  11. Add a description if needed.
  12. Save
  13. Actions: "Add Action"
  14. Action Type "Send Email"
  15. Select the email template you created.
  16. Select a subject and a recipient.
  17. Update
  18. Update again

 

1) What does "all related contacts" mean on an email action?

All related contacts are contacts that are Related on the Contact. If no contacts are Related, then no email would trigger.

2) 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.

Tips:

Learn more about event-based automations with our overview video and our collection of event-based recipes

Back to Overview