Advanced6 min read
Workflow Automation
Automate repetitive tasks with email triggers, status notifications, and custom workflows that save time.
# Workflow Automation
Save time and reduce errors with powerful workflow automation in BN Reports.
Automation Triggers
Set up automatic actions based on:
- Inspection status changes
- Report generation
- Client portal access
- Payment received
- Scheduled dates/times
- Custom conditions
Email Automation
Automatic email notifications:
- Client Emails:
- Booking confirmation
- Inspection reminder (24 hours before)
- Report ready notification
- Portal access link
- Payment reminders
- Follow-up requests
- Team Emails:
- New inspection assigned
- Inspection completed
- Review required
- Daily schedule digest
Status Workflows
Automate inspection lifecycle:
- Scheduled → Auto-send reminder
- In Progress → Notify team
- Completed → Generate report
- Report Ready → Send to client
- Reviewed → Request payment
Custom Workflows
Build your own automations:
- Go to Settings > Automation
- Click "Create Workflow"
- Choose trigger event
- Add conditions (if needed)
- Define actions to take
- Save and activate
Popular Automations
Time-saving examples:
- New Client Onboarding:
- Send welcome email
- Share company info
- Provide prep checklist
- Schedule follow-up
- Post-Inspection:
- Generate report automatically
- Create client portal
- Send notification email
- Schedule follow-up call
- Payment Processing:
- Send invoice on completion
- Send reminder after 7 days
- Send final notice after 14 days
- Mark as overdue after 30 days
Task Automation
Automatic task creation:
- Create follow-up tasks
- Schedule callbacks
- Set reminders
- Assign to team members
Integration Automations
Connect with other tools:
- Add clients to CRM automatically
- Create QuickBooks invoices
- Update Google Calendar
- Post to social media
Conditional Logic
Smart automation rules:
- If inspection type = "Home", send home-specific checklist
- If property value > $1M, assign senior inspector
- If report ready + weekend, wait until Monday to send
Notification Preferences
Control notifications:
- Email, SMS, or push notifications
- Set quiet hours
- Choose notification frequency
- Customize message templates
Monitoring & Logs
Track automation performance:
- View automation history
- See success/failure rates
- Identify bottlenecks
- Optimize workflows
Testing Automations
Before going live:
- Create test automation
- Trigger manually to test
- Review results
- Adjust as needed
- Activate for all inspections
Best Practices
Automation tips:
- Start with simple automations
- Test thoroughly before activating
- Monitor for unintended consequences
- Get feedback from team and clients
- Refine based on results
Common Pitfalls
Avoid these mistakes:
- Don't over-automate (maintain personal touch)
- Don't send too many emails
- Always provide opt-out options
- Test edge cases
- Have manual override options
Time Savings
Typical results:
- 5-10 hours saved per week
- 90% reduction in manual emails
- Faster client communication
- Fewer missed follow-ups
- More consistent service
Work smarter with automation!