The Find or create an Opportunity in Autotask workflow action searches for an existing opportunity in Autotask associated with the contact, and if one isn't found, it will create a new opportunity. Where an Autotask ticket is associated with the scheduling request, TimeZest will also update it to be associated with the newly-created opportunity.
When TimeZest is searching for an existing opportunity, it will look for only existing opportunities with the status configured in the action. This is done so that TimeZest will create a new opportunity instead of using an existing one where, for example, the existing opportunity is old, and in a "closed" status.
This action is available when your TimeZest account is connected to Autotask.
Configuration Options
This action has the following configuration options:
The status field determines the status that TimeZest will use when searching for an existing opportunity, and will determine the status of a new opportunity when TimeZest creates on.
The stage field contains values from the configured opportunity stages in Autotask, and TimeZest will use this value when creating a new opportunity.
The category field contains values from the list of configured opportunity categories in Autotask. TimeZest will use the value from this field for the category of the opportunity it creates. You can also instruct TimeZest to use the default opportunity category configured in Autotask.
The projected close date field is what TimeZest uses to calculate the required projected close date of the opportunity in Autotask. The projected close date for the opportunity will be this period of time after the opportunity is created.
The probability sets the probability of the created opportunity in Autotask, expressed as a percentage between 0 and 100%. This is a required field on an opportunity in Autotask.
The total revenue and total cost fields provide values for the total revenue and total cost fields of the opportunity in Autotask. Both of these are required fields on an opportunity in Autotask.
Additional Logic
TimeZest will skip executing this action if there is already an Autotask opportunity associated with the scheduling request (for example, via URL-based scheduling).
TimeZest will skip executing this action if there is no Autotask Company or Contact associated with the scheduling request, as both these are required to create an opportunity in Autotask. This typically means that a Create an Autotask Contact action should be used with this action.
TimeZest will also skip this action where no scheduled user for the appointment has an Autotask user account (e.g. where everyone is using Microsoft 365 as their calendar) because Autotask requires that a user is associated with an opportunity.
TimeZest will also skip executing this action where the Autotask integration has been removed.