Automations Tracker

Section: Emails & Member Communication. Status: ON. Run volume: 7,023 runs this month. Last updated by: James Fischer.

Trigger

• Type: When a record matches conditions
• Table: Member Communication (tblS1iQxLI62xVcJP)
• Condition: When Email Status is Sent

Actions and branches

Three conditional branches under the trigger. Each branch sends a Gmail message via the same Gmail account (Hassle Free Email, owner James Fischer, mailbox myhasslefreehome@hfhsinc.com). Branches differ in routing, template, and attachments based on whether the message is a Customer Portal forward, a contract proposal, or an RFQ-style email.

Branch 1: If Specific to Project/Repair is Yes

• Gmail account: Hassle Free Email (James Fischer)
• To: myhasslefreehome@hfhsinc.com (literal, forwards back to the shared inbox so the portal flow has a record)
• From name: {Member}. From address: {To}. Reply to: {To}
• Subject: (Customer Portal) {Member} {To} {Repairs/Projects}
• Message: {Content}. Attachments: none
• Last test (2026-04-27 21:51 PT): From Sutton, Emma, address emma@ruddconsulting.io, subject (Customer Portal) Sutton, Emma + emma@ruddconsulting.io Test Project Gutter Cleaning

Branch 2: Attach Contract is checked AND Specific to Project/Repair is No

• Gmail account: Hassle Free Email (James Fischer)
• To: {To}. From name: {From Name}. From address: {From}. Reply to: {From}
• Subject: {Subject}. Message: {Content + Ticket}
• Attachments: {Contract PDF}, {Attachments (from Resources)}, {Additional Attachment(s)}
• Last test (2024-11-24): Subject Your Proposal From Hassle Free Home Services - One, Test 1234. From Hassle Free Home Services <myhasslefreehome@hfhsinc.com>. To emma@ruddconsulting.io. Body is the standard Hassle Free proposal cover note (monthly maintenance, Home Manager Review, Member Benefits sections).

Branch 3: Attach Contract is unchecked AND Specific to Project/Repair is No

• Same configuration as Branch 2 except no {Contract PDF} attachment. The remaining attachments are {Attachments (from Resources)} and {Additional Attachment(s)}.
• Last test: Subject Request for Quote From Hassle Free Home Services - 9876 Airtable Way. Body matches the RFQ-style template used in branch 1's test.

Script

None.

Notes and unknowns

• The Customer Portal branch routes mail back to the central HFH inbox so portal-originated messages are tracked rather than emailed to the member directly.
• The other two branches emit the actual outbound member email. Whether attachments are added depends on the Attach Contract? checkbox on the Member Communication record.
• Subject and Message references like {Subject} and {Content + Ticket} come from formula or rollup fields on Member Communication. The formulas themselves were not inspected during this capture.

Source: airtable-automations-1-5-full-details-2026-04-27.md

## 2. When A Member Communication Record Needs To Be Linked To The Applicable Month

- **Section:** Emails & Member Communication
- **Status:** ON
- **⚠️ Has unpublished changes** ("You have unpublished changes that haven't been applied to the live automation. Complete configuration to update the automation."). The first action is missing required configuration so the Update button is disabled.

### Trigger
- **type:** When a record matches conditions
- **table:** `Member Communication`
- **conditions:**
  - When `Update Month & Year of Contact (Link)?` is `Update Month & Year of Contact (Link)` *(single-select option used as a flag)*

### Actions / branches
1. **Send an email** *(generic Airtable "Send email" action — not Gmail)*
   - **conditions:** Always
   - **To:** *empty — required, missing*
   - **Subject:** *empty — required, missing*
   - **Message:** *empty — required, missing*
   - **Attachments:** none
   - Status: "3 fields are missing configuration" (this is the unpublished-changes blocker).
2. **Update record**
   - **conditions:** Always
   - **Table:** `Member Communication`
   - **Record ID:** `{Airtable record ID}` (from the trigger step)
   - **Fields:**
     - `Month & Year of Contact (Link)` ← `{Month & Year of Contact}` (linked record value carried from the trigger record)

### Script code, if present
None.

### Notes / unknowns
- The "Send an email" step appears to be a stub — it is selected as a step in the live automation but has no To/Subject/Message values. This is also why the automation cannot be saved/updated.
- The actual useful work is the second step (Update record), which back-fills the `Month & Year of Contact (Link)` linked-record field on the same Member Communication row from its `Month & Year of Contact` source value.
- The trigger field `Update Month & Year of Contact (Link)?` is acting as a one-shot flag — presumably set elsewhere (formula or manual) when a new Member Communication needs the rollup link populated.

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Source: airtable-automations-1-5-full-details-2026-04-27.md

## 3. Draft Email - Contract

- **Section:** Contracts
- **Status:** ON

### Trigger
- **type:** When a button is clicked
- **Source:** `Contracts` table (`tbljQgg14wUiBSZxf`)
- **Interface:** `Contracts Detail` (`pagHRzocHVZ3Tan0c`)
- **Button:** `Draft Email` (the trigger config lists the same button twice — Airtable has registered it under both interface bindings, which is normal when the button is referenced in more than one place inside the same interface page).

### Actions / branches
1. **Create record — In `Member Communication`**
   - **conditions:** Always
   - **Fields:**
     - `Member` ← `{Member}` value `{Airtable record ID}` (linked record from the trigger Contracts record's Member link)
     - `Type of Contact` = `Email`
     - `Subject` = `Your Proposal From Hassle Free Home Services - {Member Value Name} {Abbreviated Property Address Value}`
     - `To` = `{Email (from Primary Contact) Value}`, `{Email (from Sales Rep) (from Primary Member) (from Property) Value}`
     - `From` = `{Email (from Sales Rep) (from Primary Member) (from Property) Value}`
     - `Content` = `{Contract Email Body}` (from the Contracts record)
     - `Contracts` ← `{Airtable record ID}` (links the new Member Communication back to this Contract)
     - `Resources` = literal text `Overview, Sample Repair List` *(these resolve to linked Resources rows by name)*
     - `Email Status` = `Draft`
     - `From Name` = `Hassle Free Home Services` *(literal)*
     - `Contact Type Tag` = `Contract Email`
     - `Status` = `Sent Proposal`
     - `Call/Email Type` = `Select…` *(left empty)*

### Script code, if present
None.

### Notes / unknowns
- This automation drafts a contract-proposal email *as a Member Communication row in Draft state*; the actual Gmail send is then handled by automation #1 (which fires when `Email Status` flips to `Sent`).
- `Resources = "Overview, Sample Repair List"` is a literal string typed into a linked-record field — Airtable will resolve it to whichever Resource records have those exact names.
- `Call/Email Type` is left as `Select…`, i.e., not configured. This is likely intentional (set later by the user) but worth flagging.
- There is no email-sending step here — only the record creation. The downstream send is owned by automation #1.

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Source: airtable-automations-1-5-full-details-2026-04-27.md

## 4. When Contract Is Created - Add Property Management & Home Review

- **Section:** Contracts
- **Status:** ON
- **⚠️ Has unpublished changes** ("Complete configuration to update the automation."). One Otherwise branch is invalid — see Notes.

### Trigger
- **type:** When a record is created
- **Table:** `Contracts`
- **conditions:** none (fires on every new Contract)

### Actions / branches
The actions are wrapped in a conditional group.

#### Branch 1 — "If Renewal Created is [empty/unchecked]"
*(This is the standard new-contract path — runs only when `Renewal Created` is not set, i.e., this is a brand-new contract rather than a renewal.)*

Three sibling Create record actions all targeting `Contracted Services Line Items`. Each one links back to the new Contract and seeds one of the standard onboarding line items:

1. **Create record — In `Contracted Services Line Items`** (#1 of 3)
   - **Fields:**
     - `Contracts` ← `{Airtable record ID}` (the new Contract)
     - `Service` ← `First Visit Walkthrough`
2. **Create record — In `Contracted Services Line Items`** (#2 of 3)
   - **Fields:**
     - `Contracts` ← `{Airtable record ID}`
     - `Service` ← `Home Review`
3. **Create record — In `Contracted Services Line Items`** (#3 of 3)
   - **Fields:**
     - `Contracts` ← `{Airtable record ID}`
     - `Service` ← `Property Management`

#### Branch 2 — "Otherwise if [conditions are met]"
- **Status:** *Invalid — "This condition's configuration is invalid"*. The Otherwise branch exists in the editor with an "Add advanced logic and action" placeholder but no completed condition or actions. This is part of the unpublished-changes set.

### Script code, if present
None.

### Notes / unknowns
- The intent is clear: new (non-renewal) Contracts get three default line items (`First Visit Walkthrough`, `Home Review`, `Property Management`). Renewals skip this seeding.
- The Otherwise (renewal) branch is currently incomplete — the editor shows a "Fix configuration" warning. It's likely meant to seed a *different* set of line items for renewals, but no actions are configured yet, hence the unpublished-changes banner blocking save.
- All three Create record actions inherit the parent group's condition (`If Renewal Created is …`); they don't have individual conditions of their own beyond that.

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Source: airtable-automations-1-5-full-details-2026-04-27.md

## 5. Create Contract (From Button In Member Detail)

- **Section:** Contracts
- **Status:** ON

### Trigger
- **type:** When a button is clicked
- **Source:** `Members` table (`tblage4K8oCL5PdFI`)
- **Bound to three button placements (all named `Create Contract`):**
  - Interface `New Lead Page` (`pagy7MyODKU9vDnCf`) → button `Create Contract`
  - Interface `New Lead Page` (`pagy7MyODKU9vDnCf`) → button `Create Contract` *(duplicate registration — the same button registered twice)*
  - Interface `Contact Detail` (`pag9NL5PGrQpp3EKG`) → button `Create Contract`

### Actions / branches
1. **Create record — In `Contracts`**
   - **conditions:** Always
   - **Fields:**
     - `Property` ← `{Property}` (linked-record value pulled from the triggering Member record)

### Script code, if present
None.

### Notes / unknowns
- This automation is intentionally minimal: clicking "Create Contract" from any of the three button placements creates a stub Contract row with only the `Property` link populated. Everything else on the new Contract is filled in by downstream automation #4 (which adds the standard line items) and by the user editing the new Contract row.
- The fact that the "New Lead Page" interface registers the same button twice is harmless but worth being aware of when refactoring interface pages — both bindings need to be updated together.

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