In this article, you will learn how to create automation rules anchored to status changes.
Status-based automations allow you to trigger actions automatically when a job moves from one stage to another. This is useful for sending timely follow-ups, internal notifications, or updating records based on when the status itself is updated, not when the job is scheduled to start or end.
Creating status-based automation rules
When creating status-based automation rules, please note:
- The actions available depend on the entity the rule is tied to, not on the status-change delay itself. For a job-based rule, you can send a notification, create an invoice, post a webhook, or apply a tag. For a lead-based rule, you can send a notification, post a webhook, or apply a tag.
- You will only be able to set the rule to trigger after the status is changed, not before. This is because status changes are a real-time event. They cannot be scheduled in advance like start/end dates.
- This type of rule can only be created for automations tied to jobs or leads. You will not be able to create an automation rule around status changes for invoices, estimates, tasks, or service plans.
To create your rule:
- From the top navigation bar, select Automations
- Select Add automation
- Set up your job- or lead-based automation rule (e.g., when a job has a status of X, send Y a text/email)
- Select within a defined time and set it to X after (e.g., 1 day, 3 hours, etc.)
- Select field > last status change date
- Select Add automation to create your rule
When you select last status change date, Workiz automatically adds a status is not Canceled condition to the rule, so the automation does not run for canceled jobs or leads.