Understanding automated events and actions

 

The automation of events is at the heart of Arthur. It is this area that, if set up well, will make your life a lot easier by automating your many of your processes.

Basic principles

Q: What is an event?

A: An event is the trigger that fires off the actions. For example A property manager adds a viewing is an event

Q: How are events organised?

A: Events listed under their relevant groups. For example A property manager adds a viewing is listed under groups called viewings

Q: Can you create additional events?

A: Yes under whats called Manual events. (Explained below)

Q: Whats sort of actions result from these events?

A: Email, notifications, texts and tasks (with or without embedded checklists)

During the course of a tenancy  or a workorder there are numerous events that may occur that require you to act through associated actions. These are demonstrated by the the two workflows below showing a tenancy and a job. The green boxes display the area where actions can be generated.

How are things displayed

Go to Settings>Automated Events. The page lists as

  1. Event groups e.g viewing
  2. Event
  3. Actions

Events:

Add a manual event

This is where a user in addition to using our default events can create his own event that triggers actions based on a series of conditions. In order to use this area you need to ask the first question: What do I want Arthur  to help me with?

In the example below the user wants a notifications on there dashboard to tell them a certificate remains expired after 10 days

Step 1

Find the group called Certificates>Add manual event

Step 2

  • Create an event name
  • Create a method> In this case the method is based on time
  • Create your conditions (rules) around which the actions will run

 

Step 3

Now your ready to build the action. Add an action to the newly created event

See below on how to add an action

Actions

1. Edit an existing action

Any default action (communication or task) we have created defaults to “All property managers”. To edit the recipients or any other parts of the action simply edit>change recipients

2. Create a new action

When creating an action there are 4 basic steps

  1. Label the action
  2. Optional – Create a task
  3. Optional – Add to activity log – Recommended as it means that Arthur logs the action
  4. Optional – Create a communication (Email, SMS or Notification)

For greater detail on how to add actions click on  Adding an action

 

3. Example of actions when adding a viewing

Lets look at the group “viewings” and  lets take the event “adding a viewing”.  By automating this process Arthur will carry out the following:

  • Notify the viewer of date time and location
  • Notify the occupant of the viewing
  • (e.g.HMO) Notify all occupants of a viewing
  • Create a viewing task to be pre-assigned to the member of the Management Team

You will see from the list below all the actions that have been previously created by following the “action name”. This list can be personalised to meet your specific requirements by removing, editing or adding further actions. Adding an action is explained later in this article.

When adding a viewing you will will be given the option for these actions to run:

 

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