Send messages to clients automatically & link to jobs

TaxDome offers various tools to automate your work with client chats, so you don’t have to send the same messages manually over and over—and your clients always receive the information they need.

In this article, you will find out how to use automated messages inside pipelines—with or without the automove option.

Send message automation, explained

Within a pipeline, you can create new chat threads or send messages to existing ones. TaxDome firms widely use chats to automate text communication:

• Warn clients about necessary actions (e.g., e-sign form 8879 or invoice).
• 指示を与える（例：手帳の記入方法を説明する）。
• サービスを完了するために必要な書類またはアクションアイテムのリストを提供する。
• Inform about the current status of the job (e.g., tell the clients about the review of their return).

Set up automation for sending messages

To set up message automation:

1. Go to Templates > Pipelines section. Create a new pipeline or choose an existing one you want to edit.
2. Create a new stage or choose an existing one. Click Add automation.

3. If you want your messages to be sent automatically, you always need to have a template first. If you don’t have one, you can create it by clicking New template when you add the automation.

   

4. Add the Send message automation for each stage for which you want to inform the client of what’s happening. Once the job enters this stage, a message is automatically sent to the client. At the same time, it is automatically linked to the job.

   

5. Decide whether the message will be sent to the existing chat thread or to a new one. As a rule, it’s best to select Create new thread option for the first stage, and Reply to the latest thread option for the other stages.

   

6. By default, the message will be sent from the team member specified in chat template . If you want it to be sent from the job assignee instead, toggle on Use the job assignee as a sender. If there are multiple job assignees, the message will be sent from the first assignee listed in the Assignee field on the job card.

   

チャットのスレッドを求人情報にリンク

Chat threads can be linked to jobs by a firm owner, admin, or any employee with access rights to view all accounts or who is assigned to the client account. Linking chat threads to jobs lets you easily access connected conversations from pipelines and quickly review details, client requests, and to-dos, and also add automation for sending messages.

ジョブは、必要な数だけリンクされたスレッドを持つことができる。

There are two ways to link a chat thread to a job:

• From the chat thread
• From the pipeline

From the chat thread

1. Open the chat thread and go to the Linked jobs section.

2. Click Link to job.

3. Select one or more jobs by clicking checkboxes on the left. Use the search field to find a certain job or click the up-down arrows to sort jobs by their name or pipelines.

4. "保存"を

All linked jobs are displayed in the Linked jobs section. Click X to the right of the job name to unlink it, or click the job name to view its details on a new page.

備考

You can also link a job when creating a new chat.

From the pipeline

1. Go to the Workflow > Pipelines section.

2. Make sure that the job is at the right stage and open the job card.

3. Click Link in the Linked section, select Chats, and then choose the chat threads. Or, click New in the Linked section, select Chats and create a new thread.

By default, only active threads are displayed when you select a chat to link. To see all or only archived threads, click Filter and select either All or Archived.

How Automove works for Send message automation & linked threads

Each pipeline stage includes an Automove jobs toggle. It allows jobs to automatically move to the next stage once all actions within the current stage are completed either by a team member or a client.

Here’s how automove works with Send message automation and linked chat threads:

• If Client tasks are attached to the template/linked chat thread, the job will automove once the client marks all tasks as complete.

• If there are no Client tasks attached to the template/linked chat thread, then the message doesn’t require user action. Therefore, the Automove Jobs feature doesn’t take into account this automation.

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