Setting up Automations
Let’s start by heading to the edit view on our desired template and clicking on the Automations section.
- To add a new Automation, simply click on the +Add Automation button.
- You can then start adding conditionals and actions to your templates!
Conditionals on Step types
The options for conditionals vary depending on the step type:
If the step is of type “Step”. You’ll get the Is completed conditional, meaning you can get something done when a step or a series of steps are completed.
If the step is of type “Approve/reject”. You’ll get the Is rejected and Is approved conditionals. This allows you to get something done if a task or a series of tasks get approved or rejected.
If the step is of type “Expiry”. You’ll get the Is acknowledged and Is expired conditionals. Allowing you to do something if a step of this type gets completed in time or not.
Conditionals on Field Types
Just like with step types, you have access to multiple options for conditionals that vary on the field type:
Text or File upload: You’ll get the Contains, Does not contain, Is empty, and Is not empty conditionals. They allow you to dynamically scan your field, and make decisions based on the content of your field.
Table: You’ll get the Contains conditional. Which will allow you to scan for a specific value on a specific column you choose.
Checklist: You’ll get the Is, Is not, Contains, Does not contain, Is any of conditionals. This allows you to automate decisions based on which elements were checked on the list.
Dropdown: You’ll get the Is, Is not, Contains, Does not contain, Is any of, Is greater than, and Is less than Conditionals. They will allow you to automate actions in your process based on a certain value obtained in the dropdown field
Once you established your conditionals, you can then start setting your actions up. You have multiple choices to choose from:
- Using this action will Show or Hide a step that you select. An example of using this action.
Example: If Step A is completed in time. Then make Step B visible.
- Using this action will Re-open a step that was already completed. This is especially useful when dealing with approve/reject processes where if a specific step is rejected, we can simply re-open some previous tasks in the process and keep working until it’s successfully approved.
Example: If this Step A is rejected. Then Re-open Step B.
- Using this action will allow you to shift the deadline of a task based on the deadline of a task that you provide. This means that once a condition is met, you can shift the deadline of Step A, to be “n” time before or after the deadline of Step B.
Example: If Step A is completed, shift the deadline for Step B two weeks after the deadline for Step C.
- Using this action will allow you to dynamically assign people to a task when a condition is met.
- Choosing the Assign action will add any assignee you decide to the ongoing task.
- Choosing the Assign only action will remove any current assignee and replace it with the ones you specify.
Example: If Step A is completed, Assign Person A,B and C to step D.