================ Automation rules ================ With subscriptions up-and-running, it is important to stay up-to-date with customers. It is efficient to use automation to avoid having to manually go through the list of subscribers to see how things are going. That is where Odoo's *automation rules* feature comes into play. The Odoo *Subscriptions* application allows users to set up automatic emails, create tasks for salespeople, and even send satisfaction surveys for subscribers to evaluate their experience. Create automation rules ======================= To create an automated rule, start by navigating to :menuselection:`Subscriptions app --> Configuration --> Automation Rules`. This is where all the automation rules for subscriptions can be found. The :guilabel:`Automation Rules` page shows each rule's :guilabel:`Name`, :guilabel:`Action To Do`, what the automated rule will :guilabel:`Trigger On`, and the :guilabel:`Company` to which the rule applies. To view or modify any existing automation rule, simply click the desired rule from this page. .. note:: When modifying an existing automation rule, Odoo "grays-out" the :guilabel:`Action` section of the form, and provides the following warning: *Action data can not be updated to avoid unexpected behaviors. Create a new action instead.* To create a new automation rule, click :guilabel:`New`. .. image:: automatic_alerts/automation-rules-page.png :align: center :alt: The Automation Rules page in the Odoo Subscriptions application. Clicking :guilabel:`New` reveals a blank :guilabel:`Automation Rules` form with numerous fields to configure. .. image:: automatic_alerts/automation-rules-form.png :align: center :alt: A sample Automation Rules form in the Odoo Subscriptions application. Automation rule form fields --------------------------- - :guilabel:`Action Name`: title of the automated action rule. Apply On section ~~~~~~~~~~~~~~~~ The :guilabel:`Apply On` section dictates which subscription orders/customers this automated action applies to. - :guilabel:`MRR Between`: designate a range of monthly recurring revenue to target. - :guilabel:`MRR Change More`: designate a change of monthly recurring revenue to target, in either percentage or unit of currency. - :guilabel:`Over`: choose a period of time over which the designated KPIs (Key Performance Indicators) are calculated. - :guilabel:`Rating Satisfaction`: designate satisfaction as :guilabel:`greater than` or :guilabel:`less than` a percentage. - :guilabel:`Status`: select the status of the subscriptions to be included in this automation rule. The options are: :guilabel:`Quotation`, :guilabel:`Quotation Sent`, :guilabel:`Sales Order`, and :guilabel:`Cancelled`. - :guilabel:`Stage goes from`: designate when the automation rule should be activated using two fields that represent two different stages of the subscription. - :guilabel:`Subscription Plans`: choose specific subscription plans to target with the automation rule. - :guilabel:`Products`: select specific product(s) to target with the automation rule. - :guilabel:`Customers`: select specific customer(s) to target with the automation rule. - :guilabel:`Company`: in a multi-company environment, select a specific company's subscription data to target with the automation rule. - :guilabel:`Sales Team`: select the data of specific sales team(s) to target with the automation rule. .. note:: If any field is left blank, the rule applies to every subscription without that specific designation. .. tip:: The number of subscriptions that match the configured criteria of the customized automation rule are displayed at the bottom of the :guilabel:`Apply On` field. If that green subscriptions link is clicked, Odoo reveals a separate page showcasing all the subscriptions that meet that automation rule's criteria. Action section ~~~~~~~~~~~~~~ The :guilabel:`Action` section dictates what action occurs when an automated rule is triggered. In the :guilabel:`Action To Do` field, choose the action that will occur once the automated rule is triggered. When clicked, the following options become available on a drop-down menu: - :guilabel:`Create next activity`: creates the next activity to occur, which is configured in the :guilabel:`Activity` section that appears at the bottom of the automation rule form. - :guilabel:`Send an email to the customer`: sends an email to the customer(s) who fit the specified criteria of the automation rule. - :guilabel:`Send an SMS Text Message to the customer`: sends an SMS message to the customer(s) who fit the specified criteria of the automation rule. - :guilabel:`Set Contract Health value`: set the health value of the subscription contract. If :guilabel:`Send an email to the customer` is selected in the :guilabel:`Action To Do` field, the following field appears: - :guilabel:`Email Template`: create (and edit) a new email template *or* select from a list of pre-configured email templates to send to the customer(s). If :guilabel:`Send an SMS Text Message to the customer` is selected in the :guilabel:`Action To Do` field, the following field appears: - :guilabel:`SMS Template`: create (and edit) a new SMS template *or* select from a list of pre-configured SMS templates to send to the customer(s). If :guilabel:`Set Contract Health value` is selected in the :guilabel:`Action To Do` field, the following field appears: - :guilabel:`Health`: designate the health of the subscription by choosing one of the following options: :guilabel:`Neutral`, :guilabel:`Good`, or :guilabel:`Bad`. In the :guilabel:`Trigger On` field, decide whether the automated rule should be triggered on a :guilabel:`Modification` or :guilabel:`Timed Condition`. .. note:: A :guilabel:`Trigger Now` button appears at the top of the automation rule form *only* when a trigger has been configured for the rule. .. warning:: When the :guilabel:`Trigger Now` button is clicked, Odoo will trigger the action on *all* linked subscriptions, regardless of possible timed conditions. .. note:: Sending a SMS text message in Odoo requires In-App Purchase (IAP) credit or tokens. For more information on :abbr:`IAP (In-App Purchase)`, visit :doc:`../../essentials/in_app_purchase`. For more information on sending SMS messages, visit :doc:`../../marketing/sms_marketing`. If :guilabel:`Timed Condition` is selected in the :guilabel:`Trigger On` field, the following fields appear: - :guilabel:`Trigger Date`: represents when the condition should be triggered. If left blank, the action is created upon subscription creation *and* updates. - :guilabel:`Delay After Trigger`: select a delayed amount of time (:guilabel:`Minutes`, :guilabel:`Hours`, :guilabel:`Days`, or :guilabel:`Months`) for Odoo to wait before triggering the configured action. If a negative number is entered, the "delay" will occur *before* the :guilabel:`Trigger Date`. Activity section **************** If :guilabel:`Create next activity` is selected in the :guilabel:`Action To Do` field, an :guilabel:`Activity` section appears at the bottom of the :guilabel:`Automation Rules` form. - :guilabel:`Activity Type`: select an pre-configured activity type from the drop-down menu. - :guilabel:`Title`: enter a custom title for the chosen activity. - :guilabel:`Note`: leave a note for the employee to whom the activity is assigned. - :guilabel:`Due Date In`: enter an amount of days within which the activity should be completed. - :guilabel:`Assign To`: choose to assign the specified activity to either: :guilabel:`Subscription Salesperson`, :guilabel:`Sales Team Leader`, or :guilabel:`Specific Users`. .. note:: If :guilabel:`Specific Users` is selected as the :guilabel:`Assign To` option, a new :guilabel:`Specific Users` field appears beneath it, where a specific employee(s) can be chosen as the assignee(s) for the configured activity. .. seealso:: - :doc:`../subscriptions` - :doc:`plans` - :doc:`products` - :doc:`../../essentials/in_app_purchase`