Let’s learn how to automate tasks to help save you time.
In this video:
- About Automation
- Add Automations
Automation is applied to Tasks, Subtasks or Client Requests (within a Task). You can add it in the Task Workspace after creating a Task or Subtask.
Automation is set up with conditions and actions or you can think of it as “if-then statements”.
You likely learned Apollo Root Cause Analysis methodology in math class. (If you haven’t, where have you been?) Anyway, it states that conditions and actions must coexist for something to happen. Well, that’s exactly what automation is!
For example, when a Task reaches a certain status, you can create an automation to assign the task to a member of your team.
So the condition (when the task is a status) states the “if/when”, followed by the action (to assign a team member) is what should happen as a result - the “then”.
Let’s build out this example of managing hand-offs between team members.
For this example, let’s assume that we have a DUE DATE or a custom date (like Review Date) first. So, first let’s set a Date.
To add Automation for a Task:
- Click on a Task.
- Add a Date.
Then let’s set up the automation.
- Select Add Automation.
Next, you’ll decide on two things:
- A Condition
- And an Action
Remember: Conditions are “if” statements. Think “if” or “when this happens”...And Actions are “then” statements - what should happen next?
You’ll start with Conditions first. Click on the first dropdown. Some examples include:
- When the task status is …
- When a task is approaching a date
- When the task reaches a date
- When the task is past a date
Select Condition as “When the task is approaching a date”
- Enter a number of days (let’s go with 3)
- Then choose a date type (due date)
Then you’ll pick what should happen when the condition is met as your action:
- Select Action as “then set assignee(s)”
- Select the team members that should be assigned to this.
Once you’ve set your condition and action, go ahead and click Add Automation. Automations require both the condition and action before doing this (just like ice cream and a cone).
When you’ve added your automation, you’ll see a summary of your if-then statement under Automation. You’re all set!
Editing an Automation
To edit an automation, simply click on the three dots icon to the right of the if-then statement.
Then you can make any edits.
How Actions are Determined
It’s worth noting that Canopy automatically chooses actions that are compatible with your chosen condition. In other words, actions are the consequence of your conditions! This reduces some mental load, thankfully!
For example, say you are setting up an automation with a condition as a date approaches, an email should be sent to a contact. If that contact doesn’t have an email, then the option for email action does not appear! But adding an email to that account makes the option appear.
One thing to watch out for with automation is deleting elements of your conditions and actions. This might happen with a Custom Date that is used as part of the condition, but then later on, is deleted.
When this happens, the automation displayed DELETED in red letters. Click edit to view the error.
You’ll see that the date type is red and a warning underneath says something has been removed. Simply add in a new date to fix the issue!