Creating a Document Automation
Create a document automation
To create an Document Automation, click Templates (icon shown above) in the side navigation
Click Portal Templates
Click on the Event Type tab to create a Scheduled Client Message for that type of event.
Then, Under Step 3: Planning / Setting up the Client Portal, click the edit (pencil button) to display your Portal Automations.
5. Under Documents, click Add (icon shown above)
💡Pro Tip: don’t see the type of event you need? Add a new event type to your account.
Editing a Document Template
To edit a Document Template, click Templates (icon shown above) in the side navigation, then click on the type of event you would like to service for your business (event types are listed across the top)
Under Step 3: Planning / Setting up the Client Portal, click the edit (pencil button) to display your Portal Automations.
Click on the Document Template you would like to edit to open it
Under Portal Template Name, give this template a name so you can find it easily.
ℹ️ Note: the name will not be visible to your client
5. Add a new Document to this template by clicking Add Document
Document Template Settings
Email Notification
If you want to disable an email from being sent out to your client about the document being shared with them you can turn it off. To turn the scheduled message off
Click the email button and choose Turn Document Email Notification Off.
Assign to Client
Is this document for your client? To automatically share this document with your client on the event, click the client button and choose Share this document with my client.
Add a Document
To add a document to your template, select the Choose File button to add a file from your computer.
Save Your Edits
To save your Scheduled Client Message template and all of your edits, click Save in the bottom of the Scheduled Client Message template editor window.
Turning on your Document Template
Turning the document template on will automatically add the documents to the document section of the portal when the event is booked.
To turn on the portal template by clicking the toggle button at the top of the Portal Template edit screen.
When the portal template is off
When the portal template is on
You can change when the scheduled client template is added to the event by changing the event booking default. To change the event booking default, click the portal settings button (icon shown above) and then click Change portal template settings
Updating Existing Automations
When an automation is turned on within the portal template, the automation is only applied to new events that are a match for the run setting requirements and any events where portal templates have not yet run. Similarly, if an existing automation is modified in any way, the updates to the automation will only be applied to new events that are a match for the run settings or any events where portal templates have not yet run.
To explain this in more detail, please see the example below:
You have a set of 3 documents within your wedding event type portal template. These documents are applied when an event is booked.
There is a wedding event in the system that was booked yesterday and is currently picked up by this automation and has the 3 documents added to their portal.
Today, the email automation is modified. 2 documents have now been added to the existing automation. The client that was booked yesterday will not be picked up for these two new additional documents, as they were already a match for the previous conditions of the automation the day before. However, any new events that are booked today will receive all 5 documents that are.
If you are not sure which events have had portal templates applied, there is a filter within the reporting area that can identify this for you. Within a report, add a filter for "Portal Template Applied" and indicate yes or no to filter for events that have had a portal template applied or not.