Update job dates automatically

Let the pipelines do the work for you: automate updating Intake Date and Internal Deadline fields when jobs move through your workflow. This way, your team will always have accurate tracking of when documents arrived and internal completion targets without manual updates.

In this article, you will learn how to set up this automation in pipeline stages , but this approach also applies to setting up this automation in custom job statuses .

Step 1. Define when dates should update

Before adding the automation, decide when each date field in jobs needs to be automatically updated and what value it should have.

For example, when a client finishes their organizer, you can automatically mark the Intake Date as today. You can also chain date updates: when the Intake Date is set to today, automatically set the Internal Deadline to 14 days later. This consistency helps you organize work by FIFO (first in, first out) since every job has a clear intake timestamp.

Step 2. Set up the Update Job dates automation

To make sure your date fields are automatically maintained as jobs progress through your workflow, follow these steps:

1. Select the stage on your pipeline when the date should be updated, then add the Update Job dates automation.

2. While creating the automation, select which date field you want to update and how it should be calculated.

Once a job enters the stage, your date fields are automatically updated according to your configuration.

Nota

Per il Update Job dates automazione, non importa se il spostamento automatico lavori toggle for the stage is turned on. The automation is triggered automatically and doesn’t require actions from either the client or from the firm side to be completed.

Configuration options

L'automazione può essere configurata in diversi modi:

a. Select date type: Choose which field the automation will update:

• Intake Date: Tracks when documents were received
• Internal Deadline: Sets internal completion targets

b. Set Date Using options:

• Date job entered stage: Sets the date to today when the job reaches this stage
• Other reference date: Calculates the date based on another date field

c. Reference date options (when using Other reference date):

• Date job entered stage: Uses today as the base date
• Intake Date: Uses the job’s intake date as the base date
• Internal Deadline: Uses the job’s internal deadline as the base date
• Start date: Uses the job’s start date as the base date
• Due date: Uses the job’s due date as the base date

d. Days to add: Specify how many days to add or subtract from the reference date (maximum 999 days).

Important considerations

• Failed automations: If the reference date field is empty, the automation will fail and you’ll receive a notification in Inbox+ . For example, if you set up an automation to calculate “Start Date + 10 days” but the job has no Start Date, the automation won’t run.

• Multiple automations: You need to create separate automations for each date field you want to update. You can have multiple Update Job dates automations on the same stage.

• Add conditions: Use the conditions to apply automations only to specific client types, account sizes, or other criteria.

Update job dates automation examples

Example 1: Mark intake date when client finishes organizer

• Stage: “Organizer Complete”
• Date type: Intake Date
• Set Date Using: Date job entered stage
• Result: Intake Date is set to today when jobs enter this stage

Example 2: Set internal deadline based on intake date

• Stage: “Organizer Complete”
• Date type: Internal Deadline
• Set Date Using: Other reference date
• Reference date: Intake Date
• Days to add: 14
• Result: Internal Deadline is set to 14 days after the Intake Date

Example 3: Set internal deadline before due date

• Stage: “Work in Progress”
• Date type: Internal Deadline
• Set Date Using: Other reference date
• Reference date: Due date
• Days to add: -5
• Result: Internal Deadline is set to 5 days before the job’s due date

Chi può farlo?

Firm owner and admins can set up date automations without additional access rights.

Team members will need the following access rights:

• Manage pipelines access right to add automations to the pipelines they have access to.
• Access to the specific pipeline where they want to add the automation (must be listed in the pipeline’s Available to field).

Condividere

Collegamento copiato