Automation structure
A workflow rule contains:
- Trigger: The event or date that starts evaluation
- Conditions: Criteria that must be true
- Action: The change or communication Fieldified performs
Use automations for consistent follow-up and record maintenance while keeping high-impact decisions under human review.
Create a rule
- Open Settings > Automations.
- Select New Automation.
- Enter a descriptive name.
- Choose the trigger.
- Add conditions.
- Choose the action.
- Review the summary.
- Save and activate.
Use names such as Archive unanswered quotes after 30 days rather than generic names such as Quote rule.
Choose a trigger
Date-based triggers can run:
- A selected number of days after a quote is sent or approved
- A selected number of days after an invoice is paid or due
- On the morning or evening of a quote or invoice milestone
Day offsets can be configured up to the displayed limit.
Morning and evening triggers use the account timezone. Review Company Settings before activating date-sensitive rules.
Add conditions
Conditions can evaluate:
- Quote or invoice status
- Client tags
- Products and services
Examples:
- Status is awaiting response
- Status is not approved
- Client includes the
VIPtag - Line items contain a maintenance service
Multiple conditions use AND logic: every condition must match.
Keep within the condition limit shown by the builder and avoid contradictory criteria.
Select an action
Available actions can include:
- Notify the client
- Add a client tag
- Update an eligible record status
Client notifications can follow the original quote or invoice delivery channel. A quote originally emailed receives an email follow-up; one delivered by text receives a text follow-up.
Check consent and communication preferences before relying on text actions.
Activate and deactivate
Saving a complete rule activates it. Incomplete rules cannot be activated.
To stop future executions:
- Open the automation.
- Select more actions.
- Choose Deactivate.
Deactivation stops new executions but does not undo actions already completed.
Rules are not retroactive
An automation begins evaluating future trigger moments after activation.
For example, a new rule for “14 days after quote sent” does not process quotes already older than 14 days. It processes a quote when that quote reaches the configured age while the rule is active.
Use list filters and batch actions for existing records that need cleanup.
Practical examples
Archive unanswered quotes
- Trigger: 30 days after quote delivery
- Condition: Status is awaiting response
- Action: Archive quote
Tag clients with overdue balances
- Trigger: 30 days after invoice due date
- Condition: Invoice remains unpaid
- Action: Add
Payment Follow-uptag
Add another payment reminder
- Trigger: Selected days after invoice due
- Condition: Balance remains outstanding
- Action: Notify client
Identify clients using a priority service
- Trigger: After quote or invoice milestone
- Condition: Line item contains the selected service
- Action: Add a client tag
Send service-specific aftercare
- Trigger: Selected days after payment
- Conditions: Invoice paid and line item contains the service
- Action: Send maintenance or safety instructions
Review before activation
Check:
- Trigger date and timezone
- Status logic
- Tag spelling
- Product selection
- Client message wording
- Delivery-channel behavior
- Conflicts with existing reminders
- Expected volume
Use a narrowly scoped tag or service to test a new rule.
Monitor execution
Automation history should show:
- Rule
- Triggered record
- Evaluation time
- Conditions matched or skipped
- Action status
- Error detail
If a rule does not run, verify that the record reached the exact trigger after activation and satisfied every condition.
Frequently asked questions
When does a rule run?
When its trigger occurs and all conditions are true.
How many conditions can I add?
Use up to the limit displayed in the builder.
Can I choose email or text for every action?
Some follow-up actions inherit the original record’s delivery method.
Can a rule update old records immediately?
No. Rules evaluate trigger events occurring while active.