Below are suggested automations that we believe will assist all companies streamline their workflows, along with instructions to set the automation up.
Initial Appointment Confirmation Email
Select Trigger: Job → Initial Customer Appointment → WHEN the date of the initial appointment is set or changed → Next
Conditions: Apply to any Job/Work/Trade Types → Apply
Select Action: Email
Send to: Blue Directory → Job Contacts → Primary Contact → Apply
Send from: Blue Directory → Job Contacts → Company Representative → Apply → Include User’s Signature
Enter Subject line - Example: “Appointment Confirmation from [Company Location: Name]”
Enter Message - Example:
“Dear [Primary Contact: First Name],
Your appointment with [Company Representative Name] is confirmed for [Initial Appointment Start Date and Time].
If you need to make any changes to your appointment, please contact our office at [Company Location: Office Phone].
We look forward to meeting with you!
Thanks,
Add sign off"
Set Timing → Immediately → Save
Step 3 → On
Rename automation → Save
Initial Appointment Confirmation TEXT (Text Add On Required)
Select Trigger: Job → Initial Customer Appointment → WHEN the date of the initial appointment is set or changed → Next
Conditions: Apply to any Job/Work/Trade Types → Apply
Select Action: Text
Send to: Blue Directory → Job Contacts → Primary Contact → Apply
Enter Text Message - Example:
“Hi [Primary Contact: First Name]! Your appointment is confirmed for [Initial Appointment Start Date and Time]. Please contact our office at [Company Location: Office Phone] if you need to make changes.”
Choose a user you would like to get notified if a response is received (i.e. Company Representative).
Set Timing → Immediately → Save
Step 3 → On
Rename automation → Save
Request for Review Email
Select Trigger: Milestone → Changed to Closed → Choose from WHEN the milestone changes to closed or AFTER a certain number of days or weeks in the closed milestone → Next
Conditions: Apply to any Job/Work/Trade Types → Apply
Selection Action: Email
Send to: Blue Directory → Job Contacts → Primary Contact → Apply
Send from: Blue Directory → Job Contacts → Company Representative → Apply → Include User’s Signature
Enter Message - Example:
“Dear [Primary Contact: First Name],
We hope you are satisfied with the work we completed on your [Job Trade Type] project!
If you have any questions or concerns regarding your project, please contact our office at [Company Location: Office Phone] and reference job number [Job Number].
We’d love to hear your thoughts on how we did! Please, leave us a review on [Link to review website].
Thanks”
Set Timing → Immediately → Save
Step 3 → On
Rename automation → Save
Job in Lead Status for X Days Task
Select Trigger: Milestone → Changed to Lead → Choose AFTER a certain number of days or weeks in the lead milestone → Next (input the number of days that makes sense for your team)
Conditions: Apply to any Job/Work/Trade Types → Apply
Selection Action: Task
Assign to: Blue Directory → Job Contacts → Company Representative → Apply
Assigned by: Blue Directory → Job Contacts → Company Representative → Apply (You could also choose to have this assigned by a specific location user)
Enter Description - Example:
“[Job Name] has been in Lead status for X days. Reach out to customer to check in. Input notes on the job messages page.
[Primary Contact: Name]
[Primary Contact: Phone]”
Select task due date depending on what works best for your team.
Set a priority based on what’s best for your team.
Set Timing → Immediately → Save
Step 3 → On
Rename automation → Save
*Note: this automation can be replicated for different milestones or statuses by changing the trigger*
Material Delivery Date Reminder TEXT (Text Add On Required)
Select Trigger: Orders → Material Delivery Date → Choose from ON the date material is to be delivered or X number of days or weeks BEFORE the material delivery date → Next
Conditions: Apply to any Job/Work/Trade Types → Apply
Select Action: Text
Send to: Blue Directory → Job Contacts → Primary Contact → Apply
Enter Text Message - Example:
“Hi [Primary Contact: First Name]! Your material is scheduled to be delivered on [Material Order Date]. If you have any questions, please reach out to our office at [Company Location: Office Phone]. Thanks!”
Choose a user you would like to get notified if a response is received (i.e. Company Representative).
Set Timing → Immediately → Save
Step 3 → On
Rename automation → Save
Labor Start Date Reminder Text (Text Add On Required)
Select Trigger: Orders → Labor Start Date → Choose from ON the labor start date or X number of days or weeks BEFORE the labor start date → Next
Conditions: Apply to any Job/Work/Trade Types → Apply
Select Action: Text
Send to: Blue Directory → Job Contacts → Primary Contact → Apply
Enter Text Message - Example:
“Hi [Primary Contact: First Name]! Your labor is scheduled to start on [Crew Start Date and Time]. If you have any questions, please reach out to our office at [Company Location: Office Phone]. Thanks!”
Choose a user you would like to get notified if a response is received (i.e. Company Representative).
Set Timing → Immediately → Save
Step 3 → On
Rename automation → Save
Job Submitted for Approval Task
Select Trigger: Job → Submitted for Approval → WHEN the job is submitted for approval → Next
Conditions: Apply to any Job/Work/Trade Types → Apply
Select Action: Task
Assign to: Blue Directory → Job Contacts → Choose the Location User(s) tasked with reviewing jobs before approval → Apply
Assigned by: Blue Directory → Job Contacts → Company Representative → Apply
Enter Description - Example:
“[Job Name] submitted for approval. Please review and advance to approved. If the file is incomplete, reject and enter a comment on the messages page. Tag the sales rep.”
Select task due date depending on what works best for your team.
Set a priority based on what’s best for your team.
Set Timing → Immediately → Save
Step 3 → On
Rename automation → Save
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