The Create Job in BigChange action

The Create Job in BigChange action allows your workflow to automatically create a new job in your BigChange account, helping you move seamlessly from customer request to scheduled work.

It works by using details captured earlier in the workflow, such as from an incoming email, and then extracting important data points to automatically add a job under a specific contact in BigChange. 

Automating this step reduces manual entry and potential mistakes, speeds up your process, and helps ensure no job requests are missed.

 

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Configuration

To set up the Create job in BigChange action:

• Add the node to your workflow, ensuring it is connected to a starting action or another action node. 
• Click on the node to open the Properties panel.

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Mandatory fields

To successfully create a job in BigChange using the Workflow Builder, you must configure two mandatory fields in the configuration panel. 

• Contact ID - This field links the job to a specific contact in BigChange.
  The Contact ID should be selected as a variable, populated by a previous Search Contact, Find Contact or Create Contact node in your workflow.
  
  
• Job Type -  If you only have one job type, enter the Job Type name manually, ensuring the spelling and casing match what’s configured in BigChange. If you have multiple Job Types, make sure your workflow has already defined the Job Types used in your BigChange account. 

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Optional Fields 

Job Reference
This is an optional reference ID for the job. 

Job Group Reference
Another optional field, this is used to assign a grouping reference to the job. 

Job Description
This is often populated using text extracted earlier in the workflow, typically via a regex in the Extract Text or AI Prompt node.

Purchase Order
Similar to the job description, this can usually be pulled from incoming emails or attached PDFs using regex extraction.

Service Level ID
This can either be entered manually or set dynamically. A common method is to extract certain data using regex, then apply a Conditional Value node to assign the correct ID based on logic.

Job Start Date
This date is typically pulled from an email or attachment using regex within an Extract Text node.

Resource Name
This can also be extracted from earlier steps using regex, depending on the structure of your incoming data.

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Custom fields

If you use Custom Fields in your BigChange job records, you can add them to the configuration panel and populate them too when creating a job automatically.

To add a custom field:

1. Click + Add under the Custom Fields section.
   
   
2. Copy and paste the name exactly as it appears in your BigChange account.
   
   
3. Define the value with a static assignment.

Workflow tip

• If your workflow requires multiple jobs to be created as a result of one email or other Starting action, add multiple instances of the Create a Job in BigChange action node into the workflow. 
• To keep the jobs together, we recommend adding the same Job Group reference when configuring each of the Create a Job in BigChange nodes. 

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Outputs

Once the Create Job in BigChange node runs, it will return one of two possible outcomes:

• Complete – The job was successfully created in BigChange. The workflow will continue to the next connected step, if at all.
  
  
• Failed – The job could not be created, usually due to incorrect configuration.