Set up Auto Job rules so tickets and jobs are automatically directed to the right team members and given appropriate Due dates. This speeds up response times and reduces the need for manual assigning.
Step 1: Open Organisation Settings
⚙️ From the left-hand navigation menu, click on Company > Organisation.
📂 select the Auto Job Rules tab.
Step 2: Add a Rule & Define Conditions
➕ Click Add Rule.
🔍 Choose the conditions and triggers for your new rule:
Conditions
Do you want the rule to apply when a ticket is created, updated or both?
Triggers
Building- Jobs within one or more buildings
Category- Jobs reported under one or more Categories
Priority- Jobs allocated high, medium or low priority
👉 You can add multiple conditions per rule using the Add Condition button.
👉Adding no additional triggers past job created/ updated means the rule will apply to all jobs across the account.
Step 3: Add Actions
Actions
Assign to- Assigns one of more team members.
Set Due Date- Applies a due date a set number of working Months, Weeks, Days, Hours away (You can set your accounts working days in Organisation> Details)
Set Owner- Assigns a team member as job Owner. This is used to identify who is in charge of a job when there are several assignees.
Step 4: Save & Manage Rules
💾 Click Save rule to confirm your rule.
📝 Rules begin working immediately once saved.
🖊️ Each rule can be edited under the three dots with the pencil icon.
🗑️ Each rule can be deleted under the three dots with the bin icon.
Step 5: Order Your Rules
If you have multiple rules that set Due Date they have the potential to clash.
In the example below all jobs under the Building "Dunwich house" are given a due date of 30 days. A separate rule gives all jobs with the Category "Alarms" is given a due date of 7 days.
The rules trigger from the top down. So the lower rules will override the top ones.
👉 You can click and drag rules to change their order using this icon
Best practice is to order your due date rules with the shorted due dates at the bottom working up. This way important tasks with a quick turn around are given priority.
Step 6: Test Your Rule
🧪 Create a sample ticket that matches your rule’s conditions.
📋 Check that the ticket is automatically assigned to the correct team member(s)/ Due dates.
Best Practice: Regularly review auto rules to ensure they reflect your current team structure and workflows.
Need Assistance?
If you require further help with auto-assignment rules, reach out to us at support@faultfixers.com.