Understanding automated events and actions

What type of events are there

Two types

• System events
• Manual events

During the course of a tenancy there are numerous events that occur that require a response. The more automated these respos=nses the more efficient your management.An event occurs when a certain set of conditions are met. When it happens, it triggers an automatic action on your behalf. The action is either a communication, a task or a combination of the two.

 Where are these events located

Go to Settings > Manage automated events

How are events and actions displayed

Events are listed under their relevant groups. Within each grouping there will be the Events > Actions. This article is linked to adding actions to the event

 Can more events be created

This can be achieved by the creation of manual events. Conditions must be met which include time as a condition to create the event and trigger the action. Remember, you must be very specific with your conditions, otherwise Arthur will trigger actions for things you weren’t expecting. This article is linked to understanding manual events

Creating a manual event

Step 1

Add the event and the conditions for the event to run

Step 2

Add the conditions e.g on creation

Add the conditions e.g timed event based on days. Only use (need to add manually and leave a space between x and days)

1. Today
2. +x days
3. -x days

Add the conditions e.g timed event based on minutes.

Add the action

The action will run as determined by the conditions set above.

The action can be:

• A communication (Email, notification or SMS)
• A task

Step 1

Select Tenancies>Tenancy Status set to Perspective>Add Action

Decide whether your action is a task or a communication or both

1. Name the action – Notify prospective tenant of paper work required
   
2. Activate action – Tick to make active: un-tick when no longer required
3. Automatically set this action to checked when listed – This means it will run automatically without you checking the box
4. Add task – To create a task with all its functionality tick the box and name the task that has been created. See below: e.g. task created is called Notify prospective tenant of paper work required and is related to a specific task type.
5. Add a task type. this is linked to creating task types
6. Insert checklist template
7. Pre assign the task to a member of the team
8. Add to activity log-This is a log of an action (record of an action) being run and is added to the activity area within properties units or tenancies
9. Apply a process – This can either be a Email, SMS or a Notification: If you want to include a hyper link highlight and click the icon

** To bring up a list of variables right click within the field

(Continue scrolling down the page after email body to see)

7. Include summary – Leave blank
8. Success text – This is the text you will see in the top right hand corner of your screen that if it has been sent successfully
9. Failed text – This is the text you will see in the top right hand corner of your screen if it has failed to send

The event this was added to was ‘tenancy status set to prospective’. Now when you add a prospective tenancy you will have the option to run the task and send an email at the bottom. When adding a tenancy, actions will be located on the fourth stage.

How to find log of the actions that ran