Purpose
An automation monitors a situation, such as a lease reaching its end date or unpaid rent, and executes a tangible action, in order to create a schedule task, open a service request, notify the team, issue a rent reminder, or write to the owner or tenant.
Active rules run once a day, which enables the agency to process recurring situations without manual review while retaining the ability to trigger them on demand.
Where to find it
- Operations
- Automations
Steps
- Open “Automations” and click on “New rule”.
- In “The rule”, enter the “Rule name”, select “Active” and add an “Internal note” if necessary.
- In “When it fires”, choose the situation under “When” and the number of days, and then specify the relevant filters, such as “Only this building”, “Minimum amount” or “Do not repeat before (days)”.
- In “Action”, choose the action under “Then”, and then fill in the “Title written”, the “Priority”, the “Assigned to” field or the parameters specific to the action.
- Save the rule, reopen it using “Edit” and click on “Preview” in order to find out the number of records affected today.
- Use “Run now” to execute the rule immediately, or pause it from its card.
Good to know
- The title written can contain {{label}}, {{days}}, {{amount}} and {{date}}, which are replaced by the values of each affected record.
- The “Issue a rent reminder” action provides a “Reminder level” (“First reminder”, “Second reminder”, “Formal notice”) and a “How it is sent”.
- The “Maximum actions per run” field limits the volume created in a single execution.
- The “New rule” button is displayed only to roles authorised to modify rules.