Tools – Automation Tools: Account Automation

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The Account Automation tool will allow you to automatically email letters to debtors, set statuses, reassign accounts, re-age accounts and a number of other actions, based on specific actions that take place. There are hundreds of different combinations you can create account automations for.

Follow the steps below to set up a new event:

Step #1: Create New Event Automation:

  • Enter a Description. This will help you identify different automation events after they are created.
  • Choose an On Event that will trigger the automatic changes. Options include but are not limited to:
    • Account Balance
    • Account Not Touched
    • Age of Account
    • Days Before Payment
    • Days Since First Delinquency
    • Declined Payment
    • Elapsed Time
    • Missed Payment
    • Payment Marked NSF
    • Payment Plan Fulfilled
    • Payment Received
    • Reported To Credit Bureaus
    • Skip Trace Successful
    • Status Change
  • Click Create Event Automation.

 

Step #2: Add Event Condition:

  • Select Balance / OR / Client /OR/ Referring /OR/ Status > Is /OR/ Is Not and make the appropriate selection that corresponds with the desired event condition.
    • Example 1: Select options Client > Is and highlight the Client(s) that this automation action will apply to (Optional)
    • Example 2: Select options Client > Is Not and highlight the Client(s) that this automation action will NOT apply to (Optional)
    • To select multiple clients and/or statuses click CTRL+the status/client.
    • Only create one condition per type, but you may create multiple conditions. For example, if applicable for several clients then only create one condition for “Client” and select those multiple clients and then add another condition for another type such as “Status”.
  • Click Add Event Condition

Step #3: Add Event Actions:

  • Enter an Account Automation Action Description to help you identify which action will be taken on the Account Automation Event.
  • Select your Do Action, which tells the system which action to take. Currently the options include but are not limited to:
    • Add Account Note
    • Add Action Code
    • Add Fee
    • Add Reminder
    • Assign to User
    • Change Client
    • Change Status
    • Delete Payment Agreement
    • Move to User Queue
    • Re-Age Account
    • Remove from Credit Bureau Report
    • Report to Credit Bureau
    • Send to Credit Bureau
    • Send Customized Email
    • Set Next Work Date

Click Add Event Action

Examples of Common Automated Processes:

How to set up a customized payment reminder (instead of using our generic reminder that can be set up on the Payment Plan screen)

  • Select “Days Before Payment” and the number of days before the payment that you would like to send the reminder.
  • Add a description. Click on “Create Event Automation”.
  • Add applicable conditions if needed. To apply this automation to all accounts with no exceptions you can leave this section blank.
  • Select “Send Customized Email” and/or “Send Customized Text” from the “Do Action” drop down box.
  • Select the Email Template name and/or select the Text Template name.
  • Add a description and click on “Add Event Action”.
  • To sign up for text messaging go to Settings > Administrators > Text Dashboard.
  • To disable the generic payment plan emails from being sent, please contact SimplicityCollect’s Help Desk by going to Help > Help Desk – Support Tickets.

How to generate a customized payment plan agreement

After setting up this automation, the debtor will receive a customized Payment Plan Agreement by email after the collector changes the collection status to the specified status under the “Conditions” section. The event will NOT be triggered by the event of setting up a payment plan.

  • Select “Elapsed Time” from the “On Event” drop down box and choose the number of days.
  • Add a description and click on “Create Event Automation”.
  • Under Event Conditions, add “Status” > “Is”. Select a collection status that would then trigger the automation such as “Payment Plan Agreement”. To create a collection status go to Settings > Collection Statuses
  • Select “Send Customized Email” from the “Do Action” drop down box.
  • Select the Email Template name
  • Add a description and click on “Add Event Action”.

How to generate a receipt to a debtor

  • Select “Payment Received” from the “On Event” drop down box.
  • Add a description and click on “Create Event Automation”.
  • Add applicable conditions if needed. To apply this automation to all accounts with no exceptions you can leave this section blank.
  • Select “Send Customized Email” and/or “Send Customized Text” from the “Do Action” drop down box.
  • Select the Email Template name and/or select the Text Template name.
  • Add a description and click on “Add Event Action”.
  • To sign up for text messaging go to Settings > Administrators > Text Dashboard.

How to add a late fee

  • Select “Missed Payment” from the “On Event” drop down box.
  • Add a description and click on “Create Event Automation”.
  • Add applicable conditions if needed. To apply this automation to all accounts with no exceptions you can leave this section blank.
  • Select “Add Fee” from the “Do Action” drop down box.
  • Select the name of the fee transaction description from the drop down box.
    • To create additional fee descriptions navigate to any debtor account, click on the Financials tab and then the Trans. Descriptions sub-tab. Add the fee name in the Description field and then select “Fee” from the Type drop down box. Click “Insert New”.
  • Select the Amount Type and enter the Fee Amount (or percentage) below.
  • Add a description and click “Add Event Action”.

How to change the collection status for reasons such as a missed or denied payment

  • Select “Missed Payment” or “Declined Payment” from the “On Event” drop down box.
  • Add a description and click on “Create Event Automation”.
  • Add applicable conditions if needed. To apply this automation to all accounts with no exceptions you can leave this section blank.
  • Select “Change Status” from the “Do Action” drop down box.
  • Select the name of the collection status from the drop down box.
  • Add a description and click “Add Event Action”.

How to close an account when paid in full

  • Select “Account Balance” from the “On Event” drop down box.
  • Add a description and the balance equal to “0.00”. Click on “Create Event Automation”.
  • Add applicable conditions if needed. To apply this automation to all accounts with no exceptions you can leave this section blank.
  • Select “Change Status” from the “Do Action” drop down box.
  • Select the name of the collection status from the drop down box that is a closed status.
  • Add a description and click “Add Event Action”.

How to create a reminder/alert of an NSF payment

  • Select “Payment Marked NSF” from the “On Event” drop down box.
  • Add a description and click on “Create Event Automation”.
  • Add applicable conditions if needed. To apply this automation to all accounts with no exceptions you can leave this section blank.
  • Select “Add Reminder” from the “Do Action” drop down box.
  • Select the Reminder Description from the drop down box.
    • To create a Reminder Description, go to any debtor account and click on the Reminders tab. Click on the blue plus icon next to Description then enter a new description name and click Submit.
  • Assign the collector that will receive the reminder regarding the NSF payment.
  • Add reminder notes (optional)
  • Add a description and click “Add Event Action”.
See anything missing or out of date on this page? Please contact Simplicity Support at helpdesk@simplicitycollect.com.