In this article:
- Recording the Date of the Event
- Send a Notice to Team Members
- Send an Automatic Confirmation Email
- Update Tasks Status Automatically
The video above is set with chapters, so if you want to see a certain Automation recipe, look for the timestamps on the play bar.
Learning Automation is a matter of practice and experimentation. Let’s reference some wizardry and learn some fantastic automations and how to build them.
These are simply meant to help you get the synapses firing upstairs. As you see how these are made, feel free to experiment and change it up for your various situations!
Recording the Date of Event
Let’s start first by setting a date on the task after something has been completed, like E-filing completion date.
For this automation:
- a Date, either Due date or Custom date will do.
To create the automation:
- Add Automation
- Select Condition as ‘when task has a status of”
- Select a status
- Select action, “then record the date”
- Then choose your date
Now, when your chosen task status is reached, Canopy records the date of when the automation was triggered.
Send a Notice to Team Members
Next, let’s add an automation to send a team notification as a date is approaching.
For this automation:
- Team members assigned to this task
- a date
To create this automation:
- Select Add Automation
- Select Condition as “When the task is approaching a date”
- Enter a number of days (let’s go with 7)
- Then choose a date type (due date)
- Select Action as “then send team member notification”
- In the next dropdown, select “to all team members assigned to the task”
- Select the team members that should be assigned to this.
- Click Add Automation.
Now, a week before the due date, team members assigned to this task will receive a notification.
Send an Automatic Confirmation Email
It’s a nice touch to confirm when you’ve received a client’s documents, after your client has responded to your client request.
For this, you'll need:
- A client request
- An email template for the confirmation
To create the automation:
- Select Add Automation
- Select Condition as “When a specific subtask or client request has a status of”
- Select a Client Request
- Then choose the status (as a default needs review is when a client request has come back to you)
- Select Action as “then send a client email”
- In the next dropdown, select your email template
- Enter an email to receive replies.
- Click Add Automation.
You can also preview your email by selecting preview email.
Now, when that client request is under “needs review” status, it will trigger an email to the client to let them know you received the documents and you're ready to begin your work!
Update Tasks Status Automatically
Let’s go through an example changing the status of the main or parent task as the work progresses through each stage or subtask.
For this, you’ll need:
- a couple subtasks or client requests
- And it might help to have custom statuses.
To create this automation:
- Click Add Automation on the Parent Task
- Select Condition as “when a specific subtask or client request has a status of”
- Select the first subtask in your sequence
- Set a status of the subtask (Contract Sent)
- Select Action as “then set the task status”
- Select a task status (contract sent)
- Select Add Automation
Let’s add another automation and follow the same steps, but this time, we’ll make one with the second subtask in the sequence.
Now, that you created the automation rules to change the overall task, as you update the status on the subtasks, you’ll see the main parent task changes its status automatically!