Stage automation examples (Basic): Send email

You can have your emails created and sent automatically. Every email will be personalized and contain all the necessary details, even if they are different for each client. To make the automation magic happen, set up the Send email automation for each stage when you need the emails sent.

In this article, you will learn how to set up this automation in pipeline stages, but this approach also applies to setting up this automation in custom job statuses.

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Set up automations for sending emails

Speaking about automated emails, the process usually goes as follows:

1. If you want your emails to be sent automatically, you need a template for each of them. If you don't have one, you can create one by clicking New template when you add the automation. Make sure to use shortcodes in templates to personalize it. 

2. Generally, you may not want to have a separate stage in your pipeline for sending emails. Instead, you can add the Send email automation to the different stages, to:

• Communicate what you are expecting of your clients at each step of the process, such as asking them to upload documents, marking client tasks as completed, filling in the organizer.
• Inform your clients of what's happening, such as when you have received their documents, or when their return is ready.

Once the job enters this stage, the email is automatically sent to all the contacts linked to the client account.

Note! For the Send email automation, it doesn't matter if the Automove jobs toggle for the stage is turned on. The automation is triggered automatically and doesn't need action from either the client or the firm to be completed. Also, no elements are linked to the job when the automation is triggered.

Link email attachments to a job

You cannot link emails to jobs, but you can have clients' email attachments linked. Follow these steps:

1. Open the email with the file attached and click the Save to TaxDome link on the right.
2. Edit the file name and the description (optionally) and click Upload. The file will be saved to the Client uploaded documents folder.
3. Open the job card either from the kanban view, calendar, or from the Jobs list.
4. Link the document to it: Click Link in the Linked section, select Documents, click the Client uploaded documents folder and choose the files you want, then click Save. Or, to upload a new document and link it, click New in the Linked section and select Document.

Now, your team members can easily access the needed documents in the Linked > Documents section on the right of the job card. 

Tip! Turn on the Automatically save attachments feature to skip the first two steps and have the documents saved automatically.

Personalize automated emails

You can use any custom data to customize your automated emails and add a personal touch. To do so:

1. Make sure your client accounts and contacts have all the necessary details in the custom fields. It may be even more helpful to add everything you need while importing accounts.
2. Add shortcodes to the email template and use it for the automation described above.

Once the email is automatically sent, shortcodes in the email title and/or body field are replaced with the custom field data, such as first name and last name, estimated tax payment, company info or a specific date.