Purpose
The Automations module enables automatic execution of system tasks based on user defined rules and schedules. Users can select from a list of existing automations, and tailor the way in which these automations are fired directly within the Automations module.
Current Automations
| Name | Module | Description |
|---|---|---|
| Daily Reports | Contracts | Report of all “Daily Reports” submitted to Contracts for a range of time, combined into a single aggregate PDF or separately, sent to user entered emails. |
| Daily Report - By Assigned | Contracts | Report of all “Daily Reports” submitted to Contracts for a range of time, combined into a single aggregate PDF by assigned Contract User. |
| Appointment Reminder | Quotes | Automated email template, sent to primary point of contact for a schedule from any “Quote” record in TRUE. |
Automations Module List View
Column Headers
| Name | Automation identifier |
| Last Run | Most recent execution timestamp |
| "+" Button | Add new automation. This will display all current Automations that are available for selection. New automations will be added to this module over time |
"≡" Icon
| Enable/Disable | Select to activate the automation or to disable the automation from running |
| Delete | Permanently delete this automation. Automations can be re-added via the “+” icon |
Additional Features
| "⚙️" icon | Configure automation schedule |
Selected Automations
Daily Report Automation
Aggregate PDFs of all Daily Reports submitted for a specific day or date range, compiled by Assigned Contract User.
| Field | Description | Required for Setup? |
|---|---|---|
| Name | Identifier for the automation |
|
| Next Run | Scheduled execution time |
|
| "⚙️" icon | Occurrences button. Select to open occurrences. | √ |
| Last Run | Previous execution timestamp |
|
| Daily Report Range | Time period for report aggregation | √ |
| Email To List | Recipients for automated reports. Emails can be entered directly into this field. Click Edit to modify the email that is sent. | √ |
| Send Each | Select to send separate daily report files instead of aggregate |
|
| Edit | Select to enter sender and recipient email information |
|
| Done | Complete automation configuration. |
|
Occurrences Card ("⚙️" icon)
Use the “⚙️” icon to open the occurrences card. Use this to define the when this automation should run. Refer to the text HERE for more information on the occurrences card.
Daily Report - By Assigned
Aggregate PDFs of all Daily Reports submitted for a specific day or date range, compiled by Assigned Contract User.
| Field | Description | Required for Setup? |
|---|---|---|
| Name | Identifier for the automation |
|
| Next Run | Scheduled execution time |
|
| "⚙️" icon | Occurrences button. Select to open occurrences. | √ |
| Last Run | Previous execution timestamp |
|
| Daily Report Range | Time period for report aggregation | √ |
| Users | Recipients for automated reports. Click Edit to modify the email settings of the email that is sent. | √ |
| Done | Complete automation configuration. |
|
Occurrences Card ("⚙️" icon)
Use the “⚙️” icon to open the occurrences card. Use this to define the when this automation should run. Refer to the text HERE for more information on the occurrences card.
Appointment Reminder
Send automated email reminders to an active Quote records's primary Point of Contact before the scheduled appointment. Required fields must be set for automation to save.
| Field | Description | Required for Setup? |
|---|---|---|
| Name | Identifier for the automation |
|
| Before Time | Quantity of days or hours before the scheduled appointment. | √ |
| Before Type | Click to base automation on days vs hours. | √ |
| Last Run | Previous execution timestamp |
|
| Email Template | Select an Email Template that should fire for this automation. By default, only templates for the “Quotes” module will appear. | √ |
| From | Enter the email that this reminder will be sent from. Select the “pencil” icon to view a list of User emails configured in the system. | √ |
| Done | Complete automation configuration. |
|
Schedule Filters
Choose from these options to further specify which Schedule records are notified.
| Status | Automation will fire for Schedules that match the selected Status |
| Confirmed | Automation will fire for Schedules that have the “Confirmed” checkbox enabled |
| Resource | Automation will fire for Schedules that match the selected Resource |
Using Occurrences
For automations that require being run at predefind times.
Daily
- Select the “⚙️” icon within a selected Automation rule that contains Occurrences
- Choose the time option “Daily”
- Enter the number of days between each time this automation is run
- Select the “Time” that this automation should run
- Click “Save”
Weekly
- Select the “⚙️” icon within a selected Automation rule that contains Occurrences
- Choose the time option “Weekly”
- Enter the number of weeks between each time this automation is run
- Select the specific day of the week this automation should run
- Select the “Time” that this automation should run
- Click “Save”
Monthly
- Select the “⚙️” icon within an Automation rule that contains Occurrences
- Choose the time option “Monthly"
- Enter the number of months between each time this automation is run
- Select the “Use days” or “Use day of the week” to set whether you want the automation to run on a specified date, or the specific 1st, 2nd, 3rd, or 4th instances of any day of the week
- Select the “Time” that this automation should run
- Click “Save”
Yearly
- Select the “⚙️” icon within an Automation rule that contains Occurrences
- Choose the time option “Yearly"
- Enter the number of years between each time this automation is run
- Select the Month that this automation should run
- Select the “Time” that this automation should run
- Click “Save”