Halo Automatically update customer note when customer goes on Hold in Halo

Hey everyone, Chris Timm here from Sella Consulting. In this video, I'm going to talk about how we can implement a an account stop process in uh in Halo. So, you know, let's say, for example, our customer doesn't pay. We want to mark that customer as on stop. And then we want to automatically have a note being added to that customer to say that they're on stop.

And then when they come off stop, so they've paid the bill or whatever reason we need to take them back off the stop. Um, we can then have that note automatically removed as well. Now, one of the really good things about Halo at this point, um, you know, Halo allows us to automate a lot of these processes directly through the product. Um, so we're not having to use any third party tools to do this. Uh, and that's where really the power of runbooks come in in Halo.

So in this video, I'm going to explain that process and and how we would actually do this. So let's look at our customer in here. We have our customer of uh car properties and then in here we can see we have a note uh that is already saying you know this is a customer don't invoice whatever the case might be. So, we can have these as pop-up notes under the settings tab within Halo. We can also see here that on the account status that this account is marked as allowed.

Um, so everything at this point is there's no stopped. This customer is good. All of that kind of stuff. What we're going to do is we're going to simply edit this customer and we're going to change the status to stopped. We're going to click on save.

And what this will do in a couple of seconds is this will go ahead. it will run our runbook for us and it will automatically add a note to this to this ticket uh a pop-up note to say that this customer is on hold. So if we now go back into our settings and I never know where I'll hide my settings tab. There it is. Go to pop-up notes. I can now see that the client is marked to stop.

Um for some reason my runbook's giving it to me twice. Um I need to check that. But nonetheless, we now have the ability to have this customer on on stop. So, for example, if we then came into here and we created a ticket for this customer, um what we should see is the customer status is set to stopped. So, it does flag up and tell us that it tells us down here as well.

Okay. So, what we can then do is, you know, let's say, for example, this customer then is um is now good. They've paid the bill. We're going to come back in here and we're going to mark this process or we're going to mark this customer, I should say, back as allowed. And when we save this and we go and look at our settings tab, we should see in a few minutes, it probably takes a little bit of a time.

Jumps off that tab. We have to keep going back to it. And if we go into settings and pop-up notes, we can see that those notes have disappeared, but we haven't removed the note that was already there. So, this is really an important part uh of this integration is what it's going to do is it's going to go and actually add any notes that it needs to, any other pop-up notes, but when it removes those notes, it's going to um preserve the ones that are there already and not go ahead and delete those notes. So, let's take a look at the runbook that actually does this.

So the very first thing we do in the runbook is um we come into here and we can see that we are initiating this runbook or starting this runbook if you like um based upon a customer being updated. So that customer updated is when we then click on that edit button and we change the status of this customer into allowed. What it'll then do is it starts to trigger this runbook um and it comes through a series of steps. So the very first thing it's going to do is check that ticket or check the customer I should say. It's then going to come in here and check to see if the customer has been marked as on as stop.

So the stop or on hold as I'm calling it is equal to one. So it's coming in here and it's saying if it's equal to one in other words it it is stopped then it goes through this condition met. So it checks to see if there's already a pop-up note on the system. And if there is already a pop-up note then it says it's got a pop-up note. um and it and it then ignores it. So, in other words, it's got a pop-up note already saying that um meeting that condition if it hasn't been met.

Um in this case, it then adds the hold pop-up note um to check that the customer is um well, it goes and adds that that note. So, the first one up here says if that hold note already exists, then come up here and end the process. if it doesn't exist. So, it doesn't already have something to say that it's on hold if it's been marked as stopped. It then comes into here and it goes and and adds that note to the array. Um, it then adds the actual pop-up node action.

And then what that does is we can see if we look at our action, we're simply coming in here and we're um, you know, we're adding into the pop-up notes from whatever we had in our array before. Then all we can do back in here. Let's just come back out of here. Oops. What we can do is let's go back into our integrations.

Yeah. So it comes in here and it basically just goes through and has a look at um and and adds that note and then finishes the process at this point. So what we then do is we say back here is if the condition uh is stopped. So in other words, the in this case the customer is not stopped. So it's been changed back to a process that is um allowed or it's just unallowed to start with.

Um it then checks to see um you know if we've already moved removed that condition. If we have it then comes up here and says we don't need to do anything more. if we haven't it it runs um it runs some SQL commands um basically to go and check again to see um you know what's inside that array and whether we we can actually go ahead and delete that um and then takes that entire array and posts it back to the customer action um and then we get our successful um and and end arrays. So this is something that we can really easily build. It looks super complicated. It's actually really not.

There's probably like four or five steps. These red ones are are kind of ending steps. The white and blue are steps that kind of um you know, these ones, for example, check to see if a condition has happened. If it has, it moves on through uh through the stages. So, even though this looks super complicated, it's actually really not.

It's a very easy process to build in Halo. But one of the really nice things is we can actually do this automatically built into the product within Halo. So, I hope that was useful. I know a bunch of people have already asked me for this kind of thing. Um, and it is something that we can very easily uh, you know, as I said, very easily um, put together in Halo.

Um, if this is something you're interested in, some kind of integrations and automations, I'm always happy to have a conversation, happy to chat. Um, and thank you very much for watching. I really appreciate it and I look forward to seeing you on the next video. And if you do find any value out of these, I really would appreciate it if you could like and subscribe. It does really kind of help the uh the YouTube algorithm and and it kind of helps these videos to get noticed a little bit more.

So, appreciate it. Thank you very much and look forward to seeing you on the next video.