Overview
The information copy automation allows you to automatically transfer data between your tasks and your entities (customers, locations, human resources). This automation is particularly useful when:
You have important information about a customer or location that needs to appear in the task
You want information from the task to automatically copy into the customer or location record
You need to transfer data from one field to another within the same task
Note: It is possible to create two automations to copy information in both directions (customer → task AND task → customer).
Configuring the automation
Basic information
Automation name
Give your automation a clear name (e.g., "Copy customer alarm code to task").
Task type
Select the task type where the automation will be triggered.
Process status
Choose at which process status the automation will trigger.
Entity input
The entity input defines the source and destination of the transfer.
Entity
Select the relevant entity:
Customer
Location
Human resource
Task
Transfer direction
Choose the direction of the copy:
Copy values from the entity to the task: Information from the selected entity (customer, location, etc.) is transferred into the task.
Copy values from the task to the entity: Information from the task is transferred to the selected entity.
Tip: To transfer information from one field to another within the same task, select "Task" as the entity.
Behavior
The behavior determines how the automation handles existing data.
Always copy data
The information will always be overwritten by the new data, even if the field already contained a value.
Data is replaced on every trigger.
Copy data only if it does not overwrite existing information
If the destination field already contains a value, the automation will not execute.
Existing data is preserved.
Field selection
Fields to copy
Click Add a field.
Select the source field (where the information comes from).
Select the destination field (where the information will be copied).
Repeat to add more fields.
Adding groups
You can create multiple entity input groups within the same automation.
Example: Copy information from the customer to the task AND from the task to the task.
Each group can have its own behavior and direction.
Common use cases
Copying important customer information
Is this for you?
Your customer or location records contain critical information your employees need to know (alarm code, guard dog warning, access instructions).
Use case
Denis creates a task for replacing an alarm system. The technician needs to know the current code to complete the work. When the task is created, the alarm system code stored in the customer record is automatically copied into the task.
Important: Even if technicians have access to the customer record through the app, copying the information directly into the task ensures it will be clearly visible.
Copying contact email addresses
Is this for you?
Your customers have multiple contacts with different email addresses. You need to notify several people of work progress by email.
Use case
Marie creates a new task for a customer. The owner is never on site but wants to be kept informed of progress. When the task is created, the primary contact's field (the owner) is automatically copied into the task.
Tip: Combine this automation with the email sending automation to always notify the right people. You can enter multiple emails in the same field by separating them with a comma (,). All addresses will be copied to the task.
Copying notes to the customer or location record
Is this for you?
You frequently work at the same locations or for the same customers. Your technicians take notes for future visits.
Use case
Guy finishes maintenance work in a condo unit. The customer mentions that on the next visit, they'd like their air conditioner cleaned. Guy notes the request in the task, which will automatically be copied to the customer record. On the next task, the information will be available.
Tip: Set up two automations: one to copy from the task to the customer record (saving notes) and another to copy from the customer record to the task (displaying notes on the next visit). This ensures the latest information is always up to date and accessible.
FAQ
Can I copy information between two different tasks?
Yes. Select "Task" as the entity and configure the transfer direction. This automation is useful for transferring data from one field to another within the same task.
What happens if I choose "Always copy" and the field already contains data?
The existing data will be overwritten by the new information from the source.
Can I copy multiple fields at the same time?
Yes. Click "Add a field" as many times as needed to select all the fields to copy.
How do I avoid creating an infinite loop with bidirectional automations?
Select different statuses for each direction. For example: copy from the customer to the task on creation, and copy from the task to the customer on closure.
Can I copy information from multiple different entities at the same time?
Yes. Use the "Add a group" function to create multiple entity inputs within the same automation.