Automate your routine work

Set automation rules and create the ideal environment for your team to be productive. With automated processes, you can save up to several hours per week.


Automations are set inside System Settings (Admin) → Automations.


1. Automated actions

The first step is to set which actions you want to automate in the Automated Actions section.


It is possible to automate actions such as sending an email, sending a notification, or sending a webhook (we will gradually add other types of actions in upcoming updates).



a. Sending a notification

This action sends a system notification within the application to the selected users.


Settings

  • Assigned users - to whom the notification will be sent
  • The content - the text that is sent within the notification - can be accompanied by a dynamic text (see more at the bottom of this page Tip 1. Examples of automation with dynamic text)


b. Sending an e-mail

This action sends an email to any address.


Settings

  • Sender - the email address from which the email will be sent
  • Recipient - the email address to which the email is to be received
  • Subject - the subject of the email - can be supplemented with dynamic text (see more at the bottom of this page Tip 1. Examples of automation with dynamic text)
  • The content - the content of the email - can be supplemented with dynamic text (see more at the bottom of this page Tip 1. Examples of automation with dynamic text)


c. Sending a webhook

This action will send the webhook according to your settings.


Settings

  • URL address
  • Method
  • Data
  • Headlines


2. Automation rules

In the second step, you can create an automation rule that consists of an automated action (previous step) and a trigger.


a. Trigger settings

The trigger determines when the automated action should be performed. Currently, you can use triggers such as creating an item, editing it, or deleting it.


Types of triggers

  • Creating an item - when an item (e.g. task, business case, order, note, ...) is created by any user
  • Editing an item - when an item (e.g. task, business case, order, note, ...) is modified (change status, change tag, ...) by any user
  • Deleting an item - when an item (e.g. task, business case, order, note, ...) is deleted by any user

b. Selection of the automated action

In this step, you need to select the action to be performed whenever the trigger condition that was set in section 2. occurs. 


In the "automated action" box, you can select those actions that were pre-created in section 1.



Tip 1.:

Examples of automation with dynamic text

You can add text content to automated actions, such as sending emails and notifications, which can include dynamic content fields.


Dynamic fields allow you to customize the text you send, e.g.:

Example 1 - Business Cases:

  • "The System Implementation (business case) was won with a probability of 90% and an expected profit of CZK 89,000."
  • "The business opportunity {$entity->name} was won with probability {$entity->probability} and expected profit {$entity->expectedProfit},- CZK."

Example 2 - Tasks:

  • "Work has begun on the Sales Analysis task. The task is tagged urgent, Q3, and is assigned to Michal Nový.
  • "Work has started on task {$entity->title}. The task is tagged with {$entity->labels} and has {$entity->users} assigned to it.

Dynamic texts (e.g. {$entity->title} are set within any automated action (Automation → Automated Actions).


All values of the given item

If you want to list all values (for example for business cases - name, web link, users...) of the item (Business cases, Tasks, Orders, Contracts, etc.), enter {json_encode($entity)|noescape}.


Business Cases

  • Name - {$entity->name}
  • Web link - {$entityLink}
  • Users - {$entity->users}
  • Tags - {$entity->labels}
  • Probability - {$entity->probability}
  • Source of interest - {$entity->sourceOfInterest}
  • Reason for winning/losing - {$entity->reasonResult}
  • Description - {$entity->description)


Offers

  • Number - {$entity->number}
  • Users - {$entity->users}
  • Labels - {$entity->labels}
  • Total price - {$entity->totalPrice}
  • Total price with VAT  - {$entity->totalPriceWithVat}
  • Final price- {$entity->finalPrice}
  • Final price with VAT - {$entity->finalPriceWithVat}
  • Reason for winning/losing- {$entity->reasonResult}


Orders

  • Number - {$entity->number}
  • Web link - {$entityLink}
  • Users - {$entity->users}
  • Labels - {$entity->labels}
  • Total price - {$entity->totalPrice}
  • Total price with VAT - {$entity->totalPriceWithVat}
  • Final price - {$entity->finalPrice}
  • Final price with VAT - {$entity->finalPriceWithVat}
  • reason for winning/losing- {$entity->reasonResult}


Contracts

  • Name - {$entity->name}
  • Web link -  {$entityLink}
  • Users - {$entity->users}
  • Labels - {$entity->labels}
  • Probability - {$entity->probability}
  • Sourse of interest - {$entity->sourceOfInterest}
  • Probability - {$entity->probability}
  • Description - {$entity->description}
  • Reason for winning/losing - {$entity->reasonResult}


Invoices

  • Number - {$entity->number}
  • Web link - {$entityLink}
  • Date - {$entity->issuedDate}
  • Payment type - {$entity->paymentType}
  • Price without VAT - {$entity->priceWithoutVat}
  • Price with VAT - {$entity->priceWithVat}


Tasks

  • Title - {$entity->title}
  • Web link - {$entityLink}
  • Users- {$entity->users}
  • Labels - {$entity->labels}


Products

  • Name - {$entity->name}
  • Web link - {$entityLink}
  • Labels - {$entity->labels}
  • Description - {$entity->description}
  • Part number - {$entity->part_number}
  • EAN code - {$entity->ean_code}
  • SKU - {$entity->sku}


Working hours

  • Users - {$entity->user}
  • Web link - {$entity->link}
  • Note - {$entity->note}
  • Price - {$entity->finalPrice}
  • Module - {$entity->module}


Charts

  • Name - {$entity->name}
  • Web link - {$entityLink}
  • Description - {$entity->description}
  • Source of data - {$entity->chartSource}


Warehouse card

  • Name - {$entity->name}
  • Web link - {$entity->link}
  • Quantity - {$entity->quantity}
  • External mark - {$entity->externalId}
  • Note - {$entity->note}


Recipient

  • ID - {$entity->id}
  • Web link - {$entityLink}
  • Note - {$entity->note}


Transmission

  • ID - {$entity->id}
  • Web link - {$entity->link}
  • Note - {$entity->note}


Warehouse reservations

  • ID - {$entity->id}
  • Web link- {$entityLink}
  • From - {$entity->from}
  • Until - {$entity->until}
  • Note - {$entity->note}


Contacts

  • ID - {$entity->id}
  •  Web link - {$entityLink}
  • Type of contact - {$entity->type}
  • Value - {$entity->value}
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