AUTOMATIONS: Trigger/Actions

What are Trigger/Action Automations?

* Trigger/Action Automations available only for Pinnacle plan

Actions are triggered automations you can set to occur throughout many areas of the Platform. You can chain Actions to create a completely automated series of commands!

Actions are currently available in:

  • Projects
  • Billing
  • FLOWs
  • Forms


Configuring Actions

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

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

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

Click the  icon to choose an Action from the list.

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

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

The requirements will differ depending on which particular Action you choose. To add to an Email Marketing List, for example, you only need to choose at least one Marketing List.

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

CLICK HERE to learn how each Action works

CLICK HERE to learn about Action Templates


Assign Actions in Projects

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

Actions in a Project

To assign Actions 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 dropdown menu of an existing Project and select Edit.

You will find the Trigger/Actions Automations section at the bottom of the page. Any assigned Actions will trigger when the Project is set to Complete.

Please note that the Actions 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.

Actions in Phases

To assign Actions 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 dropdown menu of an existing Phase and select Manage Actions.

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

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

Please note that the Actions 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 Actions in Billing

You can assign Actions to trigger upon the payment of an Invoice, or the approval of an Estimate.

You can also assign Actions to an Invoice Profile and a Contract Template. the Invoice or Contract will be generated with the Actions already set, respectively.

Actions in an Invoice

To assign Actions to an Invoice, navigate to Billing > Invoices.

CLICK HERE to learn about Invoices

You can create click +Add Invoice to create a new Invoice, or use the Options dropdown menu of an existing Invoice and select Edit.

Please note that the Actions 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 Actions.

Actions in an Invoice Profile

To assign Actions to an Invoice Profile, navigate to Billing > Invoices. Hover your cursor over Profiles in the top navigation menu bar, and select Invoice Profiles from the dropdown.

The Assign Actions panel will appear exactly as it does for an Invoice.

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

Actions in an Estimate

To assign Actions to an Estimate, navigate to Billing > Estimates.

CLICK HERE to learn about Estimates

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

Please note that the Actions will trigger once the Estimate has been  Approved. 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 Action cannot be removed.

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

Actions in a Contract Template

To assign Actions to a Contract Template, navigate to Billing > Contracts. Click Templates in the top navigation menu bar.

CLICK HERE to learn about Contract Templates

You can either click  +Add Template to create a new Contract Template, or use the Options dropdown menu of an existing Template and select Manage Actions.

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

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

Once the Contract Template is triggered and generates an Contract, it will be created with these Actions already set. The Actions will trigger once the Contract is set to Complete (fully signed by both parties).


Assign Actions in FLOWs

You can assign Actions 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 Action 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 dropdown menu of an existing FLOW and select Edit.

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

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

IMPORTANT: The Available Actions 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 Actions to each Step of the FLOW except for the last Step. If you edit the Step order and place a Step with assigned Actions as the last Step, the Available Actions pane will be hidden and they will NOT be triggered. This will be denoted by a  icon.

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


Assign Actions in Forms

You can assign Actions to trigger upon completion of a CRM Intake Form, CRM Update Form, and General Usage Form.

To Assign an Action 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 dropdown menu of an existing Form and select Edit.

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

Actions in a CRM Intake Form

For an Intake Form, the Create Contact Action 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 Action available is Send Email Notification.

CLICK HERE to learn about CRM Intake Forms

Actions in a CRM Update Form

For a CRM Update Form, the special Action Trigger/Action Automations is available to be selected.

Click the red gear icon to configure these "nested" Actions.

This will display the standard  Available Actions pane.

Actions in a General Usage Form

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

CLICK HERE to learn about General Useage Forms

Now go forth and AUTOMATE!

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