Email to service group when task is completed
In Record360, when a task is completed, the user who created the task receives an email letting them know. Let’s say you want to inform a specific group of people every time a service task is completed in Record360. With Zapier, that’s as easy as 1-2-3.
Setup
From the Zapier dashboard home screen, click create new Zap https://zapier.com/app/zaps
Search for and select Record360 from the trigger search bar.
Select Task Completed from the Event dropdown
Click “continue”
From here, you’ll be prompted to log in to Record360. Simply use your Record360 username and password to authenticate
Click “test trigger”
Click “continue with selected record”
From the action search dropdown, search for and select your email program of choice. Here, I’ll use Email by Zapier.
From the event dropdown, select “Send Outbound Email” and click “continue”.
From here, you’ll decide where the email should be sent, and how it should be formatted. In this example, we’re going to send the email to our service group, billing group, and operations group, letting them know that the PM inspection has been completed, and the unit is ready to go back on rent.
There are a number of other options available as well, depending on which application you’re using for the email action. When you’re ready, click “continue”.
From here, you’ll need to test your action, to make sure it’s working properly.
If the test is successful, you’re ready to publish your Zap! Once you publish, emails will be sent automatically when your tasks are completed.
Congratulations, you’ve just automated your email notifications with Record360 and Zapier!
Extra Credit
Let’s say you only want to send emails for tasks with a specific name, such as “Complete PM Inspection”. You can achieve this by using Zapier filters, and adding a condition to only to pass the task completed trigger to your email action if the task has a particular name. Here are the steps for setting that up:
From your Zap, click the + icon between your trigger and your action to add a new step.
From the right hand side, click “Filter”
From the filter dropdowns, set your conditions. In this example, we’re only going to send task completed triggers to Email by Zapier if the “Task Name” field exactly matches “Complete PM Inspection”.
When you’re ready, press “continue” to test your filter, and then hit “publish” to save your changes!