AUTOMATIONS: No-Code Automations

What are No-Code Automations?

You can set Automations to occur throughout many areas of the Platform. You can chain Automations to create a completely automated series of commands!

Automations are currently available in:

CRM
Projects
Billing
FLOWs
Forms
LMS
Company Settings
Schedules

Configuring Automations

In an area of the Platform where Automations are available, you will see a pane with a preview of available Automations to choose from. Click the +Configure Automations button to begin.

This pane will also tell you what will trigger the Automation. In this example, the Automations will trigger once the Project is set to Complete status.

A modal will appear in which you can build your Automation chain. In some cases, you will automatically be directed to this step.

Click the icon to choose an Automation from the list.

You'll then be able to choose an Automation. You can also use the search field at the top of the modal to filter the list.

Let's say you want to send an email notification to your Users. For this Automation, you will be required to fill out the information for the contents of the email, as well as choose at least one User to send it to.

Once you are finished, you can either click the Save icon to close the Configure Automations modal or you can click the icon to continue building Automations.

The requirements will differ depending on which particular Automation you choose. To add an Event Generator, for example, you only need to choose one Event Generator.

Once you click the Save icon, you will see a summary of the chain you have created. You can click +Configure Automations to edit, add or delete any Automations that you have configured.

CLICK HERE to learn how each Automation works

CLICK HERE to learn about Automation Templates

Assign Automations in CRM

You can assign Automations to trigger upon a Deal moving from one Stage to another.

To assign Automations in a Deal, navigate to CRM > Deals.

CLICK HERE to learn about Deals

Click the Options menu button, and select Manage Automations.

A modal will appear with the available Automations to choose from.

Assign Automations in Projects

You can assign Automations to trigger upon the completion of a Phase or Project.

Automations in a Project

To assign Automations to a Project, navigate to Projects > Projects.

CLICK HERE to learn about Projects

You can either click +Add Project to create a new Project or use the Options menu button of an existing Project and select Edit.

You will find the No-Code Automations section at the bottom of the page. Any assigned Automations will trigger when the Project is set to Complete.

Please note that the Automations will trigger once the Project is in Completed status - regardless of whether or not this was set manually, or triggered by a configured Automation.

In the Project Automations section found while editing a Project, for example, you can set the Project to automatically change to Complete status when all Tasks in the Project have been marked as Complete.

No-Code Automation in Phases

To assign Automations to a Phase, navigate to Projects > Projects and click on the Project you would like to configure. Click Phases in the top navigation menu bar.

CLICK HERE to learn about Phases

You can either click +Add Phase to create a new Phase or use the Options menu button of an existing Phase and select Manage Automations.

While creating a new Phase, click Add Phase & Assign Automations once you have filled in the required fields.

The Assign Automations pane will appear on the page. Any assigned Automations will trigger when the Phase is set to Complete.

Please note that the Automations will trigger once the Phase is in Completed status - regardless of whether or not this was set manually or triggered by a configured Automation.

While editing a Phase, for example, you can set the Phase to automatically change to Complete when all Tasks have been marked as Complete.

Assign Automations in Office

You can assign Automations to trigger upon the payment of an Invoice, the conversion of an Estimate, or the approval/rejection of a Proposal.

You can also assign Automations to an Invoice Generator and a Document Template. The Invoice or Document will be generated with the Automations already set, respectively.

Automations in an Invoice

To assign Automations to an Invoice, navigate to Office > Invoices.

CLICK HERE to learn about Invoices

Please note that the Automations will trigger once the Invoice has been completely Paid - regardless of whether it was made directly from the Client, or manually marked as Paid by Staff. A Partial Payment will not trigger the Automations.

Automations in an Invoice Generator

To assign Automations to an Invoice Generator, navigate to Office > Invoices. Hover your cursor over Generators in the top navigation menu bar and select Invoice Generators from the dropdown.

Once the Invoice Generator is triggered and generates an Invoice, it will be created with these Automations already set. It will then be treated as a standard Invoice, and the Automations will trigger once the Invoice is completely paid.

Automations in an Estimate

To assign Automations to an Estimate, navigate to Office > Estimates.

CLICK HERE to learn about Estimates

You can create click +Add Estimate to create a new Estimate or use the Options menu button of an existing Estimate and select Edit (as long as it is in Draft status).

Please note that the Automations will trigger once the Estimate has been Converted to an Invoice. By default, Convert to Client has already been applied. So if the Contact is a Prospect, they will automatically be converted into a Client. This Automation cannot be removed.

By default, this Automation will send a Notification to the Contact to inform them of this change.

Automations in a Document Template

To assign Automations to a Document Template, navigate to Office > Documents. Click Templates in the top navigation menu bar.

CLICK HERE to learn about Document Templates

You can either click +Add Template to create a new Document Template or use the Options menu button of an existing Template and select Manage Automations.

While creating a new Document Template, click Save and Add Automations once you have filled in the required fields.

The Build your Automations modal will appear. Once you close this modal, the Assign Automations pane will appear on the page.

Once the Document Template is triggered and generates a Document, it will be created with these Automations already set. The Automations will trigger once the Document is fully signed.

Automations in a Proposal

To assign Automations in a Proposal, navigate to Office > Proposals.

CLICK HERE to learn about Proposals

You can create click +Add Proposal to create a new Proposal, or use the Options menu button of an existing Proposal and select Manage Automations (if it is in Draft status).

Click the icon shown above located in the right side menu. An Automations panel will slide out.

You can trigger two sets of Automations. One for an Approved Proposal and another for a Rejected Proposal.

When adding Automation for when the Proposal is Approved, you can also select the 'Convert to Invoice'

Invoice settings for the Automation are as follows

Please note that the Automations will trigger once the Proposal has been Approved or Rejected. By default, Convert to Client has already been applied to approved Proposals. So if the Contact is a Prospect, they will automatically be converted into a Client. This Automation cannot be removed.

By default, this Automation will send a Notification to the Contact to inform them of this change.

Assign Automations in FLOWs

You can assign Automations to trigger upon completion of each Step in an On-Boarding FLOW and On-Demand FLOW, as well as the FLOW as a whole.

To assign an Automation in a FLOW, navigate to FLOWs in the main menu.

CLICK HERE to learn about FLOWs

You can create click +Create FLOW to create a new FLOW, or use the Options menu button of an existing FLOW and select Edit.

Both On-Boarding FLOWs and On-Demand FLOWs have the same available Automations.

To assign an Automation to trigger after a Step, start by clicking Add new FLOW Step. You will need at least two Steps before the Available Automations pane will appear.

IMPORTANT: The Available Automations pane will not appear until you add a second FLOW Step. This is because the pane is hidden for the final Step.

You can assign Automations to each Step of the FLOW except for the last Step. If you edit the Step order and place a Step with assigned Automations as the last Step, the Available Automations pane will be hidden and they will NOT be triggered. This will be denoted by an icon.

You can also assign Automations to the completion of all Steps in the FLOW. You will see the pane in the FLOW Complete Automations section at the bottom of the page.

Assign Automations in Forms

You can assign Automations to trigger upon completion of a Kickoff Form, Update Form, and General Form.

To Assign an Automation in a Form, navigate to Forms in the main menu.

You can create click +Create Form to create a new Form or use the Options menu button of an existing Form and select Edit.

The Automation Send Email Notification is available in all types of Forms.

Automations in a Kickoff Form

For a Kickoff Form, the Create Contact Automation is required to be filled out before proceeding. The Role you choose will determine how many optional fields you will be able to input information.

The only other Automation available is Send Email Notification.

CLICK HERE to learn about Kickoff Forms

Automations in an Update Form

For an Update Form, the special No-Code Automation is available to be selected.

CLICK HERE to learn about Update Forms

Click the arrow to configure these "nested" Automations.

This will display the standard Available Automations pane.

For a General Form, the only available option is Send Email Notification.

CLICK HERE to learn about General Forms

Automations in Company Settings

You can assign Automations to trigger when a Prospect or Client confirms their account by logging in for the first time.

To Assign an Automation to a Contact registering their account navigate to Flyout > Company Settings.

In the General Settings section, you'll see the option to trigger Automations when a Prospect or Client confirms their account and logs into the Portal.

Automations in Schedules

With Scheduled Automations, you have the power to create and customize schedules composed of Automation sets which are scheduled around a "Based-On Date" (BoD), allowing you to precisely time and sequence your Automation actions. Define the BoD in various ways, including the date the Target is added to the Schedule, a specific future date, or a date determined by the value of a custom field.