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Automations

Learn how to create automations in Workglue to send emails, send SMS messages, change Job statuses, and attach checklists automatically when specific events happen in your account.

Automations let you set up rules in Workglue that run automatically when a specific event happens. For example, you can automatically send an email when a new Sales Lead comes in from your website, send an SMS to a manager when a field accident is reported, change a Job's status when a quote is accepted in PaintScout, or attach a checklist to a Job when it moves to a specific status.

How to access Automations

  1. In the left navigation, select My Account.
  2. Select the Automations tab.

The Automations page displays all existing automations in a table with four columns: Name, Trigger, Action, and Active. Each row has a toggle to activate or deactivate the automation and a trash icon to delete it.

How to create a new Automation

  1. Go to the Automations tab in My Account.
  2. Select Create new Automation at the bottom of the page.
  3. The Add New Automation modal opens.
  4. Enter an Automation Name.
  5. Confirm the Active checkbox is selected if you want the automation to run as soon as it is saved. Leave it unchecked to save it inactive.
  6. Select a Trigger from the dropdown. Additional trigger options may appear below the dropdown depending on the trigger you select.
  7. Select an Action from the dropdown. Additional action options will appear below the dropdown.
  8. Fill out the trigger and action option fields.
  9. Select Save Automation.

Triggers

The Trigger is the event that causes the automation to run. Workglue offers the following triggers:

  • Accident or Injury Report From Mobile App: Runs when an employee submits an accident or injury report from the Workglue mobile app.
  • Change Order Is Approved: Runs when a Change Order on a Job is approved.
  • Checklist Item Done: Runs when a checklist item is completed on a Job. Requires selecting which checklist and which item (a specific item, or All Checklist Items).
  • Job Status Change: Runs when a Job's status changes. Requires selecting what the status changes to and what the Job Type Is .
  • New Sales Lead From Website: Runs when a new Sales Lead comes in through a website form.
  • PTO Submitted: Runs when an employee submits a PTO request.
  • Receive Quote/Estimate From Estimating/PaintScout: Runs when a quote or estimate is received from PaintScout. Requires the PaintScout integration to be active.
  • Send Sales Lead to Estimating/PaintScout: Runs when a Sales Lead is sent to PaintScout.

The PaintScout triggers only function if your company has connected the PaintScout integration.

Actions

The Action is what the automation does when the trigger fires. Workglue offers the following actions:

  • Send Email: Sends an automated email. Requires a Sender Name, Reply to email, Email Template, Subject, and one or more Recipients.
  • Send SMS: Sends an automated text message. Requires a Message and one or more Recipients.
  • Change Job Status: Updates the Job's status to a specified value. Requires selecting the new Job Status.
  • Attach Checklist: Attaches a checklist template to a Job. Requires selecting which checklist to attach.

Not every action is available for every trigger. The actions that appear in the dropdown depend on the trigger you select. For example, Change Job Status is available for PaintScout-related triggers but not for Accident or Injury reports.

How to fill out Send Email action fields

When you select Send Email as the action, the following fields appear:

  • Sender Name: The name the recipient sees as the sender.
  • Reply to email: The email address replies should go to.
  • Email Template: Select an existing email template from the dropdown. Email templates are managed separately in Workglue.
  • Subject: The subject line of the email.
  • Select Recipient(s): One or more recipients. Choose from the list of users in your account.

How to fill out Send SMS action fields

When you select Send SMS as the action, the following fields appear:

  • Message: The text of the SMS message.
  • Select Recipient(s): One or more recipients. Choose from the list of users in your account.

How to fill out Change Job Status action fields

When you select Change Job Status as the action, the following field appears:

  • Select New Job Status: The status the Job will be set to when the automation runs.

How to fill out Attach Checklist action fields

When you select Attach Checklist as the action, you will be prompted to select which checklist template to attach. Checklist templates are managed in the Checklist Templates tab in My Account.

How to edit or deactivate an Automation

To deactivate an automation without deleting it:

  1. Find the automation in the Automations table.
  2. Toggle the Active switch off.

To delete an automation:

  1. Find the automation in the Automations table.
  2. Select the red trash icon on the right.
  3. Confirm the deletion.

Deleting an automation cannot be undone. If you might need the automation again, deactivate it instead of deleting it.

Common Automation examples

Here are some common automations Workglue customers set up:

  • New Job Notification: When a Job's status changes to Active, send an email to the assigned crew lead.
  • Field Accident Alert: When an Accident or Injury Report is submitted from the mobile app, send an SMS to the office manager.
  • PTO Request Alert: When a PTO request is submitted, send an email to the employee's supervisor.
  • Paintscout Quote Accepted: When a quote is received from PaintScout, change the Job's status to Sold.
  • Attach Job Start Checklist: When a Job's status changes to Active, attach the Job Start Checklist to the Job.