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Automated Actions in DomicoCloud

In this section:

Introduction to Automated Actions

  • Automated Actions is used to automate tasks in DomicoCloud
  • How it works: WHEN (this happens) > DO (this)
  • Administrator and Co-Owner user access levels can use this function
  • Domico Support can help setup during implementation if existing steps are known
  • Domico Support can help setup new steps at any time (learn more about our support)

For an overview of automation, click here.

Automated Actions in DomicoCloud

Achieve routine tasks at your self storage facility with the Automated Actions function. Owners and operators utilize Automated Actions to send automatic email replies, open/close work orders, setup multiple delinquency steps, and set automatic rate adjustments. There are many possibilities, making it a powerful function that should be setup with care. 

Common occurrences in self storage are available in the system. Unique events not available can be setup with the help of our technical support team. 

domicocloud automation

Samples of how Automated Actions can be used.

The Benefits of Automated Actions

  • Achieve routine tasks immediately and accurately
  • Eliminate guess-work
  • Keeps staff productive with more other important tasks
  • Promotes exceptional customer service

How to Setup Automated Actions

Automated Actions can be found under System in the main menu bar. This section (and others) may only be accessed with the Administrator and Co-Owner user-levels. 

Note: adding or editing existing Automated Actions can immediately effect current tenant accounts. Please contact our technical support team if you need help checking an existing action or adding an action.

The main Automated Actions screen in DomicoCloud lists actions along with their descriptions, events, notification, and charge. Each column can be sorted by clicking on the heading.

Description – A customized short description of the action. This is a required field.

Event – The chosen even that triggers the action.

Notification – Whether the triggered action will send a notification to a customer (or staff).

Charge – Whether the triggered action will charge the customer and how much, or not.

domicocloud automated action

To setup an action, a description and event is needed. Events are pre-defined instances in the program. An example of an event – A Lease Creation. A list of events is included below.

Notifications – Automatic Notifications can be sent with an action. Sending notifications is useful for keeping your self storage tenants and staff in the loop with current account activities. 

domicocloud automatic notification

Events – choose from a list of pre-defined system events, and when each occurs:

  • Lease Closed when a lease’s active status is set to “no”, either manually, or when the lease expires.
  • Lease Creation when a lease is initially created, either creating an new tenant on the New Customer screen, or adding a lease to an existing tenant on the Tenant screen.
  • Lease Expire on the specified number of days before or after a lease expires at the Lease End Date.
  • Lease Updated on the Tenant screen, when you hit Save on the Lease tab
  • Add Co-Customer when tenants are added to an existing lease.
  • Bounced Payment when a staff member manually bounces a payment.
  • Credit Card Expire on the specified number of days before or after the tenant’s credit card expiration date.
  • Customer Application Submitted when an online tenant application is submitted
  • Electronic Payment Declined when an automated (batch) credit card or bank draft is declined by the processor. Does not occur for electronic payments manually processed on the Paymentscreen.
  • Electronic Payment Failure when an automated (batch) credit card or bank draft transactions fails for any reason other than a “decline”. Does not occur for electronic payments manually processed on the Payment screen.
  • New Customer when a new tenant is created in the system
  • Password Changed when a system user changes their password via the “Forgot Password” link on the main site login
  • Payment Received when a payment is manually entered, or automatically (batch) charged by the system
  • Remove Co-Customer  when a tenant is removed from a lease
  • Work Order Canceled when a work order status is changed to Canceled
  • Work Order Completed when a work order status is changed to Complete
  • Work Order Created when a work order is initially manually created, or automatically created by the system
  • Late Fee Rule Triggered when a late fee is created, an associated event is created by the system. Whenever the late fee’s conditions are triggered, the associated late fee event fires. This allows you to define actions you wish to happen when a late fee triggers, such as sending notifications or creating work orders.
  • Custom Field Value Changed when a custom field is created on a unit, tenant, or lease, an associated event is created by the system. Whenever the custom field’s value is changed on that unit/tent/lease, the associated Custom Field event fires.

Here are some examples of possible automation actions in DomicoCloud:

[su_highlight background=”#FFCE96″ color=”#000000″]WHEN:[/su_highlight]

A New Move-In happens

[su_highlight background=”#FFCE96″ color=”#000000″]DO:[/su_highlight]

Print Rental Agreement

[su_highlight background=”#FFCE96″ color=”#000000″]WHEN:[/su_highlight]

An Applicant makes a reservation to rent a unit from your website

[su_highlight background=”#FFCE96″ color=”#000000″]DO:[/su_highlight]

Send (Thank you for reserving!) email > to Applicant

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