Purpose
The Automations module lets you automatically perform actions based on defined system rules and schedules. Select from a list of existing automation types, add as many configured instances as you need, and tailor when and how each one is triggered—directly within the Automations module. Automations either run on a schedule (daily, weekly, monthly, or yearly) or fire on a record event (such as a Job being marked Complete).
Access Path: Gear Icon > Automations
List View
Technical definitions for the Automations list view interface
Available Automations
TRUE provides the following automation types. In the list view, configured automations are grouped under their type. New automation types are added to TRUE over time.
Sends email reminders to contacts before their scheduled appointments, drawn from any Quote record's schedule.
Emails a generated Catalog Utilization report showing the quantities and cost of items purchased and sold within a defined period.
Sends an automated email to the Client when a Job is marked as Complete. This is an event-triggered automation (no schedule).
Aggregate or individual PDFs of all Daily Reports submitted to Contracts for a day or date range, compiled by the "Assigned" Contract User and sent only to users assigned to a Contract.
Aggregate or individual PDFs of all Daily Reports submitted to Contracts for a specific day or date range, sent to user-entered emails.
Distributes the Inventory Received report automatically via email to multiple people at specific dates and times.
Distributes the Inventory Sold report automatically via email to multiple people at specific dates and times.
Sends automated follow-up emails to the Point of Contact of a Quote after it is marked as Sent. This is an event-triggered automation (no schedule).
Column Headers & Actions
Configured automations are listed under their automation-type heading. Each row shows:
| Name | The name given to the configured automation instance. |
| Last Run Date | The date the automation most recently executed. |
| Time | The time of day the automation most recently executed. |
| + Button | Add a new automation. Displays all available automation types for selection. |
| Hamburger Icon (≡) | Enable or disable the automation from running. Disabled automations are not deleted and can be re-enabled at any time. |
| Delete | Permanently delete this automation. Automations can be re-added via the + button. |
Selected Record View
Field definitions for configuring each automation type. Each configuration card is organized into Details, Output Settings, and additional sections (Filters, Triggers, Date Range, or period selection) depending on the automation type.
Two trigger models
Scheduled automations (Daily Reports, Daily Report - By Assigned, Catalog - Utilization, Inventory Received, Inventory Sold) include a Next Run field with a gear (⚙️) icon that opens the Occurrences card to set recurrence. Event-triggered automations (Completed Job Follow-Up Email, Quotes - Sent Follow Up) fire when a record reaches a state—they have no Occurrences card.
Appointment Reminder
Send email reminders to contacts before their scheduled appointments. Use the settings below to define when and how this automation is triggered.
| Field | Description | Required |
|---|---|---|
| Name | Identifier for the automation. | — |
| Before Time | Quantity of days or hours before the scheduled appointment to send the reminder. | ✓ |
| Before Type | Sets whether Before Time is measured in days or hours. | ✓ |
| Email Template | Email Template that fires for this automation. By default, only templates for the Quotes module appear. | ✓ |
| From | The email address the reminder is sent from. Select the pencil icon to choose from User emails configured in the system. | ✓ |
Filters — select which Schedules should trigger reminders:
| Status | Fires for Schedules that match the selected Status. |
| Confirmed | Fires for Schedules that have the Confirmed checkbox enabled. |
| Resource | Fires for Schedules that match the selected Resource. |
Catalog - Utilization
Send an email of a generated Catalog Utilization report. The report provides the quantities and cost of items purchased and sold within a period. Use the settings below to configure the defined period and how it is triggered.
| Field | Description |
|---|---|
| Name | Identifier for the automation. |
| Next Run | Scheduled execution time. Use the adjacent gear (⚙️) icon to open the Occurrences card and set recurrence. |
| From | Sender email address. Select the pencil icon to choose from configured User emails. |
| To | Recipient email address. Select the pencil icon to choose recipients. |
| Start Date | Beginning of the period the report is based on. |
| End Date | End of the period the report is based on. |
Completed Job Follow-Up Email
Send an automated email to the Client when a Job is marked as Complete. This automation is triggered by the Job event, so it has no schedule or Occurrences card.
| Field | Description |
|---|---|
| Name | Identifier for the automation. |
| Email Template | Email Template sent to the Client. By default, only templates for the Jobs module appear. |
| From | Choose the sender role with the Manager and Sales checkboxes (the email is sent from the corresponding user on the Job). |
Daily Reports
Aggregate or individual PDFs of all Daily Reports submitted to Contracts for a specific day or date range, sent to user-entered emails.
| Field | Description | Required |
|---|---|---|
| Name | Identifier for the automation. | — |
| Next Run | Scheduled execution time. Use the adjacent gear (⚙️) icon to open the Occurrences card and set recurrence. | ✓ |
| Daily Report Range | The time period the report aggregates (e.g., Today). | ✓ |
| From | Sender email address. Select the pencil icon to choose from configured User emails. | — |
| Users | Recipients for the automated reports. Emails can be entered directly into this field. Use the Edit link to modify the email that is sent. | ✓ |
| Send Each | Under Options: when checked, sends separate daily report files instead of one combined report. | — |
| Daily Report Approval | Under Filters: when checked, limits the report to approved Daily Reports. | — |
Daily Report - By Assigned
Aggregate or individual PDFs of all Daily Reports submitted for a specific day or date range, compiled by the "Assigned" Contract User. This only sends the Daily Reports to users assigned to a Contract.
Prerequisite: Requires Alert Notifications > Email to be populated within each recipient's User Preferences.
| Field | Description | Required |
|---|---|---|
| Name | Identifier for the automation. | — |
| Next Run | Scheduled execution time. Use the adjacent gear (⚙️) icon to open the Occurrences card and set recurrence. | ✓ |
| Daily Report Range | The time period the report aggregates (e.g., Today). | ✓ |
| From | Sender email address. Select the pencil icon to choose from configured User emails. | — |
| Send Each | Under Options: when checked, sends separate daily report files instead of one combined report. | — |
| Daily Report Approval | Under Filters: when checked, limits the report to approved Daily Reports. | — |
Inventory Received
Distribute the Inventory Received report automatically via email to multiple people at specific dates and times.
| Field | Description |
|---|---|
| Name | Identifier for the automation. |
| Next Run | Scheduled execution time. Use the adjacent gear (⚙️) icon to open the Occurrences card and set recurrence. |
| From | Sender email address. Select the pencil icon to choose from configured User emails. |
| To | Recipients for the report. Multiple email addresses can be entered. |
| Days | Under "Select the period": the number of days before today to be included in the report. |
Inventory Sold
Distribute the Inventory Sold report automatically via email to multiple people at specific dates and times.
| Field | Description |
|---|---|
| Name | Identifier for the automation. |
| Next Run | Scheduled execution time. Use the adjacent gear (⚙️) icon to open the Occurrences card and set recurrence. |
| From | Sender email address. Select the pencil icon to choose from configured User emails. |
| To | Recipients for the report. Multiple email addresses can be entered. |
| Days | Under "Select the period": the number of days before today to be included in the report. |
Quotes - Sent Follow Up
Send automated follow-up emails to the Point of Contact of a Quote after it is marked as Sent. This automation is triggered by the Quote event rather than a fixed schedule.
| Field | Description |
|---|---|
| Name | Identifier for the automation. |
| Time | Under Triggers: the amount of time after a Quote is marked Sent before the follow-up email is sent. |
| Type | Under Triggers: the unit for Time (e.g., Day(s)). |
| Email Template | Email Template sent as the follow-up. By default, only templates for the Quotes module appear. |
| From | Sender email address. Select the pencil icon to choose from configured User emails. |
| Run Time | The time of day the follow-up email is sent (e.g., 2:30 PM). |
Filters — additional criteria required before sending:
| Stage | Optional. Only sends for Quotes matching the selected Stage. |
| Follow-Up | When checked, only sends for Quotes flagged for follow-up. |
| Assigned | Only sends for Quotes matching the selected Assigned user. |
Frequently Asked Questions
Common questions about configuring and managing automations
Scheduling & Occurrences
For scheduled automations, the Occurrences card defines when the automation runs. Open it by selecting the gear (⚙️) icon next to the Next Run field within a selected automation. From there you can choose a Daily, Weekly, Monthly, or Yearly recurrence pattern.
Note: Event-triggered automations (Completed Job Follow-Up Email and Quotes - Sent Follow Up) have no Occurrences card—they fire when a record reaches a state.
- Select the Gear Icon within a selected Automation rule that contains Occurrences
- Choose the time option Daily
- Enter the number of days between each time this automation is run
- Select the Time that this automation should run
- Click Save
- Select the Gear Icon within a selected Automation rule that contains Occurrences
- Choose the time option Weekly
- Enter the number of weeks between each time this automation is run
- Select the specific day of the week this automation should run
- Select the Time that this automation should run
- Click Save
- Select the Gear Icon within an Automation rule that contains Occurrences
- Choose the time option Monthly
- Enter the number of months between each time this automation is run
- Select Use days or Use day of the week to set whether you want the automation to run on a specified date, or the specific 1st, 2nd, 3rd, or 4th instances of any day of the week
- Select the Time that this automation should run
- Click Save
- Select the Gear Icon within an Automation rule that contains Occurrences
- Choose the time option Yearly
- Enter the number of years between each time this automation is run
- Select the Month that this automation should run
- Select the Time that this automation should run
- Click Save
General Questions
- Navigate to Gear Icon > Automations
- Click the + Button in the list view
- Select from the available automation types
- Configure the required fields and save
Click the hamburger icon (≡) next to the automation in the list view. This toggles the automation between enabled and disabled states without deleting it.
Tip: Disabled automations can be re-enabled at any time using the same toggle.
Deleted automations cannot be recovered, but they can be re-added via the + Button. You will need to reconfigure all settings (schedule, recipients, filters) when re-adding an automation.
The Daily Report - By Assigned automation only sends to users assigned to a Contract, and it relies on each user's notification email. If recipients aren't receiving reports, confirm that Alert Notifications > Email is populated in each user's User Preferences.