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Automation Example: Setup Email Notifications to Supervisor

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In this example we will set up an automation to send an email to a department supervisor when an important task is overdue.

  1. Click  >Automation Manager.
  2. Click Create Automation.
  3. In the Search for Trigger field, type Schedule.
  4. Select the Schedule a set of actions trigger.
  5. Click the trigger.
  6. Set the Repeat Every fielddropdown list, select Week.
  7. In the On field, Monday through Friday aree orange in the one-week calendar. Don't make any changes.
  8. In the At fields, change the time to 6:00 AM.

Next we will create a loop.

  1. Drag the Loop Records to the Actions section.
  2. In the Title field, change the title to Important overdue tasks that are open.
  3. From the Recordset field, select Task.
  4. In the Select Field field, select Due Date.
  5. In the Select Operator field, select Is Before.
  6. Select today's date.
  7. Click  .
  8. In the Select Field field, select Priority.
  9. In the Select Operator field, select Is.
  10. In the last field, select Important.
  11. Click  .
  12. In the Select Field field, select Status.
  13. In the Select Operator box, select Is Not.
  14. In the last box, select Completed.
  15. Click  .
  16. In the Select Field field, select Status.
  17. In the Select Operator field, select Is Not.
  18. In the last field, select Canceled.

That is the loop part of the automation; now we will set up an automated email to go to the Public Works supervisor if the task is from that department, and to someone else if it is from another department.

  1. Drag the Condition block into the Actions section, nested under the Loop block named Important overdue tasks that are open.
  2. In the Properties panel, change the Title to Department Is Public Works.
  3. In the Select Field field, select Department.
  4. In the Select Operator field, select Is.
  5. In the last field, select Public Works.
  6. Drag the Send Email block to the Actions section, nested under the Department is Public Works block.
  7. For the purposes of this example, the Public Works supervisor is Alex. In the properties panel, change the title to Send Email to Alex.
  8. The To field fills with a list of potential email recipients; select alexw.
  9. Change the Subject of the email to Important overdue task.
  10. In the Message field, enter The following task is overdue and has a status of important.
  11. In the Record Source field, select Important overdue tasks that are open.
  12. Select the following fields to include in the email: Task IDActivity, and Asset.

Now we will repeat the process to send an email to a supervisor outside the Public Works department.

  1. Drag another Condition block to the Actions section and nest it under the loop block titled Important overdue tasks that are open, and below but not nested under the If Department Is Public Works block.
  2. Click on it to activate it and access its properties.
  3. Change the title to Department is not Public Works.
  4. Drag the Send Email block to the Actions section and nest it under the Department is not Public Works block.
  5. Click on it to activate it and activate its properties.
  6. For the purposes of this example, the supervisor is Tara, so change the title to Send Email to Tara.
  7. The To field fills with a list of potential email recipients; select tarav.
  8. Change the Subject of the email to Important overdue task.
  9. In the Message field, type The following task is overdue and has a status of important.
  10. In the Record Source field, select Important overdue tasks that are open.
  11. Select the following fields to include in the email: Task IDActivity, and Asset.

To finalize the automation, it should be renamed, turned on, and saved. It is important to rename the automation to something other than the default title so that when you have several similar automations, each one has a distinctive title.

  1. Near the top of the screen, change the title of the automation to Send email for important overdue tasks to department supervisor.
  2. Slide the activate switch to the left of the new title to the on position.
  3. Click Save.

NOTE: In order for an automation to work, it must be saved and activated. This allows you to save an incomplete automation that is not ready to run without activating it. Later, when you have completed the automation, you should activate it and save it.

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