Step by step
- Open Jobs & planning › Automation. The page is called Automations.
- Under Your automations, each card says When … something happens, what SubClik … does, whether it is on, and has a button: Set up or Edit (opens a side panel), Edit schedules, See the list, See requests or Contracts.
- Below the cards: Requests from customers, Toner to send and What SubClik did recently.
- When jobs are waiting, Jobs to approve (N) at the top right takes you to To approve on the service desk.
How jobs from automations work
1. Something happens. A printer reports a fault, or a machine is due a service.
2. SubClik opens a job. It waits in To approve on the service desk.
3. The office decides. Approve it and give it to an engineer, or dismiss it. See "Approve or dismiss jobs SubClik opened".
The automation cards
A printer reports a fault: opens a job for the office to approve (or straight on the service desk if approval is off). Set up / Edit opens the rule.
A toner is running low: lists it in Toner to send (always on, from each printer's daily levels).
Planned maintenance is due: opens a job the same way; Edit schedules opens Planned maintenance. Approval is shared with printer faults.
A customer sends a request from their portal: lists it under Requests from customers.
A new month starts: emails last month's meter readings (CSV link) to owners and admins and the office copy address. Edit switches it on or off (Send the monthly email).
A contract reaches its end date: renews it if set on the contract, and contracts in their notice period show in the bell.
Monitor plan
On SubClik Monitor the menu item is called Toner to send: only the toner, customer request and monthly email automations are shown. Jobs from faults need the ServiceDesk plan.
Questions
Will it open lots of jobs?
No. Never two jobs at once for the same machine, and at most one a day. Only printers linked to a machine can open jobs, and with approval on (the default) nothing reaches an engineer until the office approves it.
Does the customer get emailed automatically when toner is low?
No. The customer is only emailed when you record toner as sent and tick Email the customer.
Where do toner requests from customers come from?
From the Order toner button in the customer portal. You also get an email for each request, and the bell shows how many are waiting.
Can engineers change these settings?
No. Owners, admins and dispatchers can; only owners and admins can change the monthly email.
Works together with
- Open service jobs automatically from printer faultsWhen a printer linked to a machine reports a service call, an error code, a memory error or repeated jams, SubClik opens a job straight away, before the customer calls. By default it waits for the office to approve it.
- Approve or dismiss jobs SubClik openedJobs SubClik opens by itself (a printer fault or planned maintenance due) wait in To approve on the service desk with no engineer. Approve each one and give it to an engineer, or dismiss it.
- Toner to send: record toner sent and email the customerSee toners expected to run out in the next 3 weeks, record what you sent, and optionally send the customer a toner is on its way email.
- Requests from customers (toner from the portal)When a customer presses Order toner in their portal, the request appears on Automations and in the bell, and the office gets an email. Mark it done when it is handled.
- Planned maintenanceA service visit every so many days and/or copies, per machine. The job opens by itself early each morning when due, and completing it starts the next interval.
- Printers & agents: printer monitoringPrinters & agents is where you connect your customers' printers to SubClik. A small Agent on one PC (or a SubClik Box) at the customer finds every printer and sends meters, toner, error codes and jams here every day.
- The customer portalYour customers sign in to see their machines per site (status, toner, last readings), their service calls with the engineer's visit, the toner sent and their invoices. They can send meter readings, report a fault with a photo, order toner and pay online.