In this guide, we'll learn how to set up automatic job creation in BigChange using the Build Concierge Workflow Builder, saving your team hours of manual work every day.

Smith & Co are a business providing electricians to retail customers throughout North West England.

Their clients submit job requests via a form, triggering an auto-generated email to Smith & Co's support team.

Until now, their support team dealt with the requests manually by:

• Reviewing the email

• Searching for the contact in Big Change; and

• When a contact is found, creating the job against it.

Now, by building this workflow in the Workflow Builder in Build Concierge, the process will occur automatically. Let's see how to set this up!

Log into your Build Concierge account.

Click on the Workflow Builder icon.

Click on Create new workflow.

Give the workflow a name such as "Job creation in BigChange."

If you want, add a description too to give the name more context.

Click Create to open the Workflow Editor.

Drag and drop the Incoming Email node as the starting action.

This will trigger the workflow whenever an auto-generated email is received from a form submission.

Click on the node to open the Properties panel.

In the drop-down, select the Email address that will trigger the workflow when a new email is received.

If the email address where emails are received has not been added as an inbound email address, you will first need to add and configure it through the Email Management section of your account settings.

You can read about it in the guide entitled Email Management.

If you have not set up an inbound email address, select the default email address provided by the Incoming Email node.

Then, set up forwarding rules to forward the auto-generated emails to the default email address in order to trigger the workflow.

You can read more about this in the Incoming Email Starting action guide.

Click Save to apply the configuration.

A best practice when building a workflow is to identify if any data points must be extracted from earlier data sources in order to configure later nodes in the workflow.

To do this:

• Identify which data points are mandatory for configuring the actions that make up your workflow.

• Define which data points you want to include in later actions, even if they are not mandatory.

• Check which of these are defaults outputs coming from other actions and which, if an, should be extracted from incoming data.

• Finally, if you do need to extract data decide which extraction node should be used — an Extract text or an AI prompt node.

Mandatory fields:

• To configure the Search Contact in BigChange node, one Search Term — either Contact Name, Email or Phone number is mandatory.

• For the Create a Job in BigChange node, the Contact ID and Job Type are mandatory.

Non-mandatory fields:

• Smith and Co want to include the Job Description, which are the customers' requests in the form.

Extraction not needed:

• The Contact ID is output as default when a contact is found using the Search Contact in BigChange node.

• Job Type can be inserted manually.

Extraction required:

• The Search Terms used to search for a contact must be extracted (in this case, we will extract the Email address)

• Job Description, while not mandatory, is something that should be included in this workflow when creating a job in BigChange and must also be extracted.

Since the emails are in a structured format, the Extract Text node can be used to define the data points to be extracted.

Drag and drop the Extract Text node into the editor.

Connect it to the Incoming Email node.

Click on the node to open the Properties panel.

To map the relevant variable into the Text to extract from field, click + Add a Variable.

Select the Body variable from the dropdown.

In this example, the data points are being extracted from the body of the auto-generated emails.

Click + Add to add the first output.

Add the name of the first output you want to extract from the email body, in this case, Email address.

Then enter the regular expression that will extract the Email address from the email body.

Finally, select the type of data being extracted, which would be Email in this instance.

To add an additional data point, click + Add.

Populate the Name, Regex and Data Type for the next variable, in this instance, the Job description.

Click Save, to save the configuration.

Learn more about configuring the Extract Text node in this guide.

Drag and drop the Search Contact in BigChange node into the empty space.

Connect it to the Complete branch of the Extract Text node.

Click on the node to open the Properties panel.

To map the relevant search term, click + Add a variable.

Select Email_address to map the extracted email address as the Search Term.

Click Save.

Learn more about the Search Contact in BigChange node in this guide.

Finally, drag and drop the Create Job in BigChange node into the editor.

Connect it to the Found One branch of the Search Contact in BigChange node.

Click on the node to open the Properties panel to configure it.

Under the Contact ID field, click on + Add a Variable.

Choose the ID variable from the drop-down.

This value is a default output when one contact is found by the Search Contact in BigChange node.

The Job Type field is also mandatory. If you only have one Job Type in BigChange, the name can be added manually.

If you enter a Job Type manually, it should be copied exactly as it appears in BigChange or the workflow will not run successfully.

• Click + Add a variable.

• Select the Job description variable that was extracted and created using the Extract Text node.

Click Save.

You can learn more about the Create Job in BigChange node in the guide entitled Create Job in BigChange action.

Your workflow will now run automatically in the background to create jobs in BigChange from the incoming requests.

To summarise:

• Each time a customer submits a new job request via the form, an email is sent with the details, which kicks off the workflow in Build Concierge;

• The relevant contact in BigChange is automatically located; and

• A job with the relevant details is automatically created against the contact.

Now it's your turn! Let Build Concierge handle job creation so your team can focus on what really matters.