How to Create Email Trigger?

Bitumio > Left Navigation Bar > Organization Settings > Email Triggers

1. Follow the above-mentioned workflow to land on the Email Triggers screen.

2. Click the button. This takes you to the Create Trigger screen.

3. Choose the type of the trigger using the Select Type dropdown.  Some Triggers are specific to a Proposal and others are specific to a Job. The Type of Trigger helps clarify what the underlying rule will use to determine when to send the proposal.

4. After a type is selected, the Select Event dropdown is revealed. Use this dropdown to select the event type. The Event determines what action will invoke the Trigger. A couple examples of Trigger Events: 

Proposal Won - Once a Proposal has been signed it is automatically marked as Won. This is a great time to send a "Thank you! We look forward to working with you." email.
 

Proposal Sent and Not Viewed - If a Proposal has been sent but it has not been viewed by the Prospect, this is a great time to send a follow up email to the prospect AND send an email to the estimator to let them know the Proposal they sent has not been viewed and they should follow up. 

Proposal Viewed and Not Signed - Situations where Prospects have viewed the proposal but did not sign could indicate they have questions or reservations about the proposal. This is a good time to follow up with the prospect proactively to ask if they had any questions about the proposal. An internal email to the estimator could nudge them to follow up. 

5. Give the Trigger a name using the Name field and Activate. The Name is to help differentiate if you have multiple of the same Trigger Events but sending on different schedules. 

Inactive Triggers will not send any emails.

Active Triggers will send emails.

6. Define how long to wait to follow up using the Select Days Delay field. This determines the amount of time between when the email qualifies for the action and when the action is Triggered. 

Example: Entering "2" here would mean that once the Prospect views the Proposal but does not sign, Bitumio will wait 2 days before sending the "Proposal Viewed Not Signed" email.
 

If the Prospect signs the Proposal within that 2 day window, Bitumio will suppress the email. 

7. Define the Recipients. Emails can be sent to external Clients/Prospects or Internal Employees or Both.

Main Contact is the Main Contact associated to the Proposal.

Estimator is who created the Proposal or who the Proposal is assigned to. 

Additional Recipients can be defined too. If all Proposal Won emails should be sent to an Office Manager to make sure the Jobs get scheduled, you can define that individual here. 

8. Add the message that should be sent to the recipients. Text, Images, Videos, Tables can all be added to an email.  

9. Once the Email is configured, click the button.