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
- Open the board where the workflow should apply
- Go to Settings > Workflows
- Click ➕ Add
- Choose: “Create Customer and/or Project When Card Is Created”
🔧 Setup Fields
| Field | Description |
|---|---|
| Workflow Name | Label the workflow (e.g., “Auto-create project for new lead”) |
| Create Customer | Toggle ON to create a new customer record |
| Create Project | Toggle ON to create a new project record |
| Mapping Fields | Map fields from the card into the customer/project fields in Ontraccr |
📇 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