With Automations, you can enforce certain actions to take place automatically after a desired event has occurred. This is activated by constructing a set of conditions that orchestrates the whole automation to work with accuracy and efficiency every time the event is triggered, thereby relieving your team of any manual intervention. Such a set of events, conditions and resulting actions are referred to as Automation Rules in Loc8.
See the example below to understand when will you need an Automation Rule:
A job of type Work Order has been created for a top customer (say Gilbert Enterprises), and that job is assigned to an expert team member (say Cody Heatherington). It would be very efficient for a process to automatically change the priority of such jobs to the highest priority i.e. Urgent, and in addition notify the assigned team member and one of the customer contacts about the creation of the new work order.
The scenario when configured as an automation rule in Loc8 is shown below:
1 Name of the new Automation Rule
2 The main event that will trigger the desired actions based on certain conditions
3 The set of conditions, all of which must be true for the desired actions to take place
4 The set of conditions, where if any of them is true will participate with other conditions and the main event to successfully set off the
5 The desired actions that will take place as a result of the automation. The actions may change or update attributes, and notify people from your organisation or the customer, via their email and in-app notifications.
In this article, we will see how to:
- Access the Automation Rules
- Update a Built-In Automation Rule
- Create your own Automation Rule
- Referencing a Message Template in Automation Rule for Notification
Accessing the Automation Rules
STEP 1 Go to the Settings page to access the Automation Rules area.
STEP 2 Open the Automation page.
Updating a Built-In Automation Rule
Loc8 provides a comprehensive collection of built-in automation rules for Jobs and Quotes to help you get started.
Select the automation rule that best suits your current scenario. You may use the automation rule as is or update it by adding new conditions and actions to closely match your scenario and also removing the suggested action and adding a more appropriate action, this includes referencing your own choice of message template if the automation rule is to notify contact people.
STEP 1 Select the required entity type to access the corresponding collection of built-in automation rules.
STEP 2 Browse through the collection of existing automation rules and select the appropriate rule to open its configurations.
STEP 3 Add new conditions or actions if required.
INFO: By default, the built-in automation rules are Enabled until they are manually disabled, this could be in situations when you have created a new automation rule which outdates the existing automation rule, then you can Disable it.
Creating your Own Automation Rule
STEP 1 Select the required entity type for which you want to create the automation rule.
STEP 2 Configure the new automation rule.
You construct an automation rule by simply selecting the phrases from the dropdown list or the suggestion fields, which in unison form a compatible and intended combination of event trigger, conditions and the resulting actions.
Continue to form a condition:
And, continue the same for the actions to be performed if the conditions are true:
Adding Message Templates for Notifications
For actions that involve notifying a contact person, a notification will be sent out to the associated person. The structure of the notification will be based on the message template that you specify in the automation rule. And this message template can be either a built-in message template or one that has been specially created for your organisation.
In either cases, you must know the name of the message template so that you can reference it in the automation rule.
STEP 1 To look up a message template, just right-click on Settings and open it in a new tab on your web browser. Open Settings -> Message Templates.
STEP 2 Look up the message templates under the list of standard entities such that the selected entity matches the entity (either logically or by type) for which the automation rule is being created.
Review the message template:
If it doesn't seem to inform the correct message, you can create a new message template right now. Just follow the steps in the article Create Message Templates.
STEP 3 Select the contact you want to notify using Notify Associated Contact or Notify Specific Contact and refer to the message template in the next column.
Notifying a Particular Customer Contact
For all entities
Notify events to any person by specifically mentioning their name in the automation rule. For example, when 'XYZ' happens and '123' conditions are true, notify 'Julia Fins' (a customer contact).
For Jobs and Quotes
Notify any person from the list of Contacts under the Customer's profile, more likely it's someone who would like to be informed about the progress of the job or quote because they have requested for that work. In such cases, make sure the person is selected as the Job Requestor in the Jobs/Quote profile and then, associate that contact in the Automation Rule. An example for Job is shown below:
The automation rule is ready. Now, Save the configurations.
On save, the rule is Enabled by default and it will kick-off when the mentioned event and conditions are true.