Jobs: Automove

The Automove Jobs feature simplifies your workflow even more: Jobs move from one stage to the next inside a pipeline on their own. Use the feature with automations, linked elements, or both. Your jobs automatically jump ahead each time all the actions within a stage are completed by either a team member or client.

Automove Jobs, Explained

Here’s how it works:

1. While adding stages and automations to a pipeline, turn on the Automove Jobs feature for the stages where you want jobs to automatically move to the next one.

2. Once you add a job to a pipeline, the automations in the first stage are triggered.

3. If the Automove Job toggle is turned on for the first stage, the job automatically moves to the second stage once all the actions in the first stage are completed (e.g., the contract was signed, the bill was paid, etc.), then the automations for the second stage are triggered. And so on. 

4. Once the job arrives in its final stage and all actions are completed, you archive it.

What to remember:

  • You can’t turn on the Automove Jobs feature for the last stage of a pipeline.
  • If several automations are added to a stage where the Automove Jobs feature is turned on, the job automatically moves once all actions are completed. 
  • The Automove Jobs feature recognizes bills, contracts, organizers, tasks, documents, and messages that are manually linked to a job within a stage. If there are linked elements with incomplete actions, the job won’t move ahead. 
  • Look at the counter at the right of the job box to find out if there are any unfinished elements for the current stage. See the article for a detailed explanation.

How Automove Jobs Works With Automations

The Automove Jobs feature works only with automations that require specific user actions, either from a team member or a client. Here are the details:

  • The Create Task automation triggers a task for a team member, automatically linking it to the job. Once the task is completed, the job automoves.
  • The Create Bill automation triggers a new invoice for the client, automatically linking it to the job. Once the client pays the bill, the job automoves.
  • The Create Organizer automation triggers a new organizer for the client, automatically linking it to the job. Once the client or a firm member submits the organizer, the job automoves.
  • The Create Contract automation triggers a new contract for the client, automatically linking it to the job. Once the client signs the contract, the job automoves.
  • The Send Message automation triggers a new secure message for the client. If the message includes client tasks, the job automoves once the client or team member marks all to-dos as complete. If the message doesn’t include client tasks, the job does not impact automove, since there is no 'action' for anyone to complete.
  • Some automations such as Apply Folder Template, Apply Tag for Account, and Send Email don’t require user actions. So, if a stage includes only these automations, and the Automove Jobs feature is on, the job won’t automove.

How Automove Jobs Works With Manually Linked Elements

Sometimes you might prefer to manually add a bill, a contract, etc., to a job rather than use automations. However, you still can use the Automove Jobs feature with manually linked elements. Here are the details: 

  • Link Document to a Job works as a trigger to automove a job when...
    • A team member manually links a document to a job inside a stage with Automove Jobs turned on. 
    • The document is either pending signature or waiting for the client’s approval.
    • Once the client signs or approves the document, the job is automoved.
  • Link Task to a Job works as a trigger to automove a job when...
    • A team member manually links a task to a job inside a stage with Automove Jobs turned on.
    • Once the team member marks the task as complete, the job is automoved.
  •  Link Bill to a Job works as a trigger to automove a job when...
  • Link Organizer to a Job works as a trigger to automove a job when...
  • Link Contract to a Job works as a trigger to automove a job when...
  • Link Message to a Job works as a trigger to automove a job when...
    • A team member manually links a message thread to a job inside a stage with Automove Jobs turned on.
    • The message thread contains client tasks. 
    • Once the client or team member marks all to-dos as complete, the job is automoved.

Automove Jobs Q&A

Q: What happens when the Automove Jobs toggle is turned on for a stage that includes...

  •  ...the Create Bill and Apply Tag for Account automations?
    A: The job automoves once the client pays the bill.
  • ...the Apply Tag for Account and Send Email automations?
    A: The job won’t automove.
  • ...the Send Contract and Send Message automations?
    A: The job automoves once the client signs the contract and all client task to-do items inside the message thread are checked off as completed.
  • ...the Send Organizer automation and a linked document pending approval?
    A: The job automoves once the client or a firm member submits the organizer and approves the document.
  • ...the Send Organizer automation and a manually linked pending contract?
    A: The job automoves once the client or a firm member submits the organizer and signs the contract.
  • ...a manually linked pending organizer and no automations?
    A: The job automoves once the client or a firm member submits the organizer.
  • ...a manually linked pending bill and no automations?
    A: The job automoves once the client pays the bill.
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