Smart Automation
Overview
Smart Automation lets you build event-driven rules that run automatically when something changes in the CRM. No code required. You define a trigger (what happened), optional conditions (when to apply it), and one or more actions (what to do). The system executes in milliseconds.
This is where repetitive manual work disappears. Your dispatcher no longer has to remember to text the customer when a tech is dispatched. Your office doesn't chase down "did you send the invoice?" The rule runs, every time, without fail.
Features
- Visual Rule Builder — Drag-and-drop flow editor; no technical knowledge required
- Trigger Library — 30+ built-in triggers covering jobs, estimates, invoices, contacts, and schedules
- Condition Filters — Narrow rules to specific job types, service areas, customer tags, or date ranges
- Action Library — Send SMS, send email, create task, update field, assign user, trigger webhook, start workflow
- Multi-Action Rules — Chain multiple actions from a single trigger
- Rule Testing — Simulate a trigger with sample data before activating
- Run History — Full log of every rule execution with success/failure status and timestamps
Common Use Cases
| Trigger | Action |
|---|---|
| Job status → "Dispatched" | Send SMS to customer: "Your tech is on the way" |
| Estimate status → "Approved" | Create task: "Schedule job" assigned to dispatcher |
| Invoice overdue > 7 days | Send email: Payment reminder with pay link |
| New contact created | Start Workflow: New lead follow-up sequence |
| Job status → "Complete" | Send SMS: Review request link |
| Job note added | Notify assigned technician |
CRUD Reference
| Object | Create | Read | Update | Delete |
|---|---|---|---|---|
| Automation Rule | ✅ | ✅ | ✅ | ✅ |
| Trigger Definition | — | ✅ | — | — |
| Action Template | ✅ | ✅ | ✅ | ✅ |
| Rule Execution Log | — | ✅ | — | ✅ (purge) |
| Rule Test Run | ✅ | ✅ | — | — |
Notes
Rules execute synchronously in the order they are listed. If two rules share the same trigger, both fire — order controls which runs first. A rule that fails (e.g., SMS delivery error) is logged but does not block subsequent rules on the same event. Admins can pause or disable rules without deleting them. Webhook actions support custom headers and JSON payloads for third-party integrations.