The Automation section in SubcontractorHub allows you to create time-saving workflows by triggering actions based on specific events or conditions. Whether it’s sending follow-up emails, updating project fields, or assigning tasks automatically, automation helps streamline your operations and reduce manual effort, keeping your team efficient and responsive.

Step 1: Navigate to “Manage Database” and click the “Database” option from the main menu.

Step 2: Find the “Additional” option at the bottom of the list on the left and click “Automation”.

Step 3: Click the “Add New Automation” button to schedule a new automation.

Step 4: Add the “Title” of your new automation.

Step 5: Select the "module" of your automation and click “Next”.

Step 6: Select the “Job” and click “Start Now!”.

Step 7: Click “Add Start Trigger” to set triggers for your automation.

Step 8: Select the trigger for which you want to run the automation.

Step 9: Now, click the “+” icon to select actions.

Step 10: From here, you can select different actions for your automation.

To automatically send an email to the contact when the automation is triggered, click “Send Email”.

Step 11: Select the receiver from the “To” dropdown and “CC” from the CC dropdown, enter the subject and message, and click “Save”.

Step 12: Click the “+” icon to set another action.

Step 13: Click “Send Text Message”.

Step 14: Select the receiver from the “To” dropdown and type the message.

Step 15: Click the “+” icon to set another action.

Step 16: Click “Update Fields” to fill out specific fields in the associated project automatically.

Step 17: Set the “Field” and “Field Stages” and click “Save”.

Step 18: Click the “+” icon to set another action.

Note: If an automation fails, both the organization admin and the automation creator will receive an email notification.

Note: A new Closed Won Document Sign field has been added to automations. When this field is selected, the triggers Welcome Call Completed becomes available.

Note: We’ve enabled automation options for Finance Partner fields in both Projects and Proposals modules. This allows users to trigger specific actions based on the selection or update of finance partner information.

Step 1: After selecting the job type, click “When Field Updated” to create a new trigger.

Step 2: In the trigger pop-up, choose Finance Partner from the Select Field dropdown.

Step 3: In the Field Value box, a list of all finance partner names will appear — choose the relevant one.

Step 4: Click Save to activate the automation.

Note: If you want to control when the automation should stop based on specific finance partner values, you can do so by setting conditions using the If/Else option.

Step 1: From the tab automation ends here; select the “If/Else” section.

Step 2: Click Add Condition.

Step 3: Select “If Field Value” from the condition dropdown tab, then choose Finance Partner for the Field dropdown.

Step 4: Set the Operator to Equals To, and in Field Value, select the finance partner's name.

Step 5: Click Save to apply the condition.

Note: The "When Change Order" trigger is specifically available for automations within the Proposals module. It allows you to create automated actions—such as alerts or notifications—when there’s a change in the order status.

Change Order Status supports:

Created – when a change order is initiated from scratch.
Completed – when it's finalized or closed.
Voided – when it's disabled or deleted.

For instance: You can set up an automation to send a notification to the user when a change order is marked as completed.

This update makes it easier to track progress and communicate change order updates without manual follow-ups.

How to set time intervals between actions for automations

Step 19: Click “Wait/Delay” to specify the duration of the automation’s waiting period.

Step 20: Enter the waiting period duration and click “Save”.

Step 21: Click the “+” icon to set another action.

Step 22: You can schedule and manage an appointment here.

Step 23: To schedule the appointment, select the “Appointment Type”, add “Title”, Select “Attendees” and “Tags”, and add the “Description”.

Step 24: Set the custom scheduling options such as the date, time, and duration of the appointment. Click “Save”.

Note: By default, only business days (Monday-Friday) are selected for scheduling purposes. If you want to include the weekends (Saturday and/or Sunday), click the checkboxes of the respective days.

Step 25: Click the “+” icon to set another action.

Step 26: Click “Create Task” to generate a task linked to this project.

Step 27: Enter the “Subject” and “Description”, and select "Assign To”, “Stage” and “Priority”.

Step 28: Set the number of days to set the task and click “Save”.

Note: By default, only business days (Monday-Friday) are selected for scheduling purposes. If you want to include the weekends (Saturday and/or Sunday), click the checkboxes of the respective days.