Purpose

Accessing Automation

Triggers

1. Quote created in RCM
   
2. Quote converted to a booking by hirer
   
3. Booking Created
   
4. Booking updated
   
5. Booking Allocated
   
6. Booking Hired
   
7. Booking returned
   
8. Booking cancelled
   

1. Quote created
   
2. Quote converted
   
3. Booking created
   
4. Booking cancelled
   

1. Payment Gateway payment processed
   
2. Payment Gateway authorisation processed
   
3. Payment Gateway refund processed
   

1. Damage record created
   
2. Damage record updated
   

1. Subscription created
   
2. Subscription cancelled
   
3. Subscription payment successful
   
4. Subscription payment failed
   
5. Subscription payment action required
   
6. Subscription payment error
   

Schedule

1. "Immediately" - as soon as the trigger occurs
   
2. "After the event" - a set number of days after the trigger occurs
   
3. "Before the event: - a set number of days before the event id due to occur. Please Note: this is only available for the Booking Hired and Booking Returned triggers.

Tasks

Creating a new task

Field descriptions:

1. Description - The name or basic description of the automation
   
2. Active - Only active tasks will be run when an event is triggered.  You can however choose to run inactive tasks for testing purposes before you make a task active.
3. Trigger - Select the event that will trigger this task
   
4. Schedule - As described above, tasks can be scheduled to run either immediately or a specified number of days after the event.  For "Booking hired" and "Booking returned" events you can also schedule a task to run before the event.  For example, you may want to send a reminder email to the customer 2 days before pickup.
   
5. Conditions - Specify the conditions that must be met for this task to run.  For scheduled tasks, conditions can be evaluated when triggered and/or when run.
   
6. Task- Either Email, notification or Web Request
   
7. Template - This depends on the Task

For emails:

Field	Description	Required
From Address	Enter the address that the email is coming from.  This value is used to determine which mail server settings will be used to send the message.  You can also use a place-holder by clicking Insert Data Field and selecting Location >> Email or Company >> Email	Yes
Recipients	A single email address or a comma separated list of email addresses.  To send to the hirer, select the place-holder Hirer >> Email Address from the Insert Data Field pop-up.	Yes
Subject	Enter the text for the subject.  You can also use booking details by selecting a data place-holder from the Insert Data Field pop-up.	Yes
Template	Template - this is the template for the body of the email.  You can insert as many place-holders as required from the Data Field drop-down box.  The place-holders will be converted to data from the booking before the email is sent.  You can choose between a formatted (html) email or a plain text email by clicking the appropriate button.	No

For web requests:

Field	Description	Required
Url	Url of the request including the scheme (http/https), domain and port (if applicable)	Yes
Query String Template	An optional template that will be used to create the query string of the request.  You can also use booking details by selecting a data place-holder from the Insert Data Field pop-up.  Don't include the ? at the beginning as this will be done when the request is generated.	No
Http Method	Select either GET, PUT or POST	Yes
Headers	A json array of headers to be added to the request.  This can be used for GET, POST and PUT requests.  This text must be in the format: [{"name": "header1", "value": "header1value"},{"name": "header2", "value": "header2value"}, ...]	No
Content Type (Http POST method only)	Content type of the request being sent.  Available options are: JSON XML Form Data Plain Text	Yes (if Http Method is POST or PUT)
Template	Template to use for the request content.  Booking data fields can be used by inserting place-holders using the Data Fields drop-down list. All booking data can be sent in the request body by inserting this place-holder: *{bookinginfo}* When the request is generated, the place-holder will be replaced with the output from the bookinginfo method of the Post Booking API.  The content type will be set to "application/json".	Yes (if Http Method is POST or PUT)

For notifications:

Field	Description	Required
Subject	Enter the text for the subject.  You can also use booking details by selecting a data place-holder from the Insert Data Field pop-up.	Yes
Message	Template - this is the template for the body of the email.  You can insert as many place-holders as required from the Data Field drop-down box.  The place-holders will be converted to data from the booking before the email is sent.	Yes
Send To	Select a group of users, or individual users, to send the notification to.

Placeholders

1. *{Reservation.ReservationNo}* - will be replaced with the reservation number when the task is run
   
2. *{Reservation.PickupDateTime|yyyy-MM-dd}* - will be replaced with the pickup date, in the format yyyy-MM-dd (e.g. 2022-01-01).  You can manually change the date format.
   

1. *{bookinginfo}* - will be replaced with all booking info in the same format as the Booking Info method from the RCM API.
   
2. *{email_CustomerInvoice}* - will be replaced with html version of the customer invoice.
   

Examples

Task Template with Notification action:

Testing an event / trigger group

You can test some tasks at any time by clicking on the "Test" button next to an event group:

You can choose to include the inactive tasks if you want to test them before making them active.  You will be prompted for a booking reference to run the test.  We suggest that you select / create a test booking so that email tasks aren't sent to real customers.

History

Click on the History / Logs tab to view a history of tasks that have been run.  By default, records from the last 7 days are shown, with most recent first. Click the "Filter" button if you wish to run this for a different time period. 

Logs records are kept for 30 days.

Scheduled Tasks

Click on the Scheduled Tasks tab to view a list of tasks that are waiting to be run. These are the tasks that have been triggered but have not been run yet because they have a delay.

Failed tasks

Click on the Failed Taks tab to view a list of tasks that have failed. The main reason for a task failing is if a scheduled task does not meet one of its conditions at the point when it should be sent.