Workflow: Create Customer and/or Project When a Card Is Created

🧾 Workflow: Create Customer and/or Project When a Card Is Created
 

Overview

This workflow allows you to automatically create a customer and/or project in Ontraccr whenever a new card is created on a specific board. It’s especially useful in CRM, intake, and lead qualification boards where each card represents a new job, client, or opportunity.

🎯 When to Use This Workflow

Use this when:

• A new card represents a new client request, project, or intake
• You want to avoid duplicating data entry between cards and records
• You want to ensure every card leads to a full customer/project record
• You want customer and project creation to happen at the start of the workflow

🧩 How to Set It Up

1. Open the board where the workflow should apply
2. Go to Settings > Workflows
3. Click ➕ Add
4. Choose: “Create Customer and/or Project When Card Is Created”

🔧 Setup Fields

📇 Mapping Options

You can map fields such as:

Customer:

• Customer Name (Required)
• Office Phone (Required)
• Office Email (Required)
• Other optional fields: Mobile, Billing Email, Website, Address

Project:

• Project Title (Required)
• Address (Required)
• Optional fields: PO Number, Contact Info, Project Type, Budget, Start Date, etc.

✅ You don’t have to map every field — just the essentials for your workflow.

✅ Example Use Case

• A card is created in the “New Intake” board for a client named “Greenstone Developments”
• The workflow automatically:
  • Creates a customer record using the card’s contact and address fields
  • Creates a project record titled “Tower B Retrofit – Phase 1”
• Project managers can now begin the job setup process immediately

🧠 Tips & Edge Cases

• Use this when you want to automate CRM-to-project transitions
• If you only want to create one (customer or project), just toggle the other OFF
• You can combine this with other workflows (e.g., assign tasks or send emails at creation)
• Ensure cards have the required info filled in, or the workflow may fail