This article is divided into four parts:
Introduction
Automations allows you to define automated actions within a form. They follow the logic:
WHEN an event occurs
IF the form verifies a condition
THEN an action is carried out
Automations are defined within a form and therefore only affect the forms of this form.
This is therefore a way to optimize your work by automating some of your processes.
Examples
Send a notification to the mobile when a new person is assigned.
Automatically assign a person when a form arrives in a specific state.
Send a reminder email to the assignee if the form has not been processed within 5 days.
Send a confirmation email to the requester when the form reaches a final state.
Delete the value of a field when we reach a date specified in the form.
Set up a reminder (email or notification) on a specific date.
Update an external tool when modifying data in Daxium-Air.
Configuration
The automations are configured within the form designer as long as there is an active version.
Name of the automation
This will allow you to find it more easily.
Triggering event
You can select the activity on the form that will trigger the automated action.
You can choose from the following triggers:
file created
updated sheet
file not modified for X days
date of a field of a record reached
transition of the form in the workflow
Condition
It is possible to choose if the action will be carried out only if a condition is verified.
The conditions are taken from the conditions of the form. These are the same conditions as for field permissions. A condition of an automation cannot be based on the current user.
Action
Finally, you can choose the action that will be performed on the form:
Send a notification on the mobile app
Send an email
Generate a report (Word, Excel, PDF)
Modify the value of a field
Change the status of the form
Change the file assignment
Manage listing subscribers
Call an external URL to set up a webhook (more information in the developer doc)
Settings
You can activate or deactivate an automation.
It is also possible to choose the execution order of the automations. This allows, for example, to ensure that you first change the assignee before sending them an email.
The automations with the lowest launch orders are executed first.
Special features
The actions carried out can be found in the history of the file.
An action will never trigger an event. It is therefore not possible to provide cascade automations.
A form in the final state of a workflow is not subject to automation.
An automations will not work in scheduling a task. An automations will run successfully in the form linked to this task if an automation is correctly configured in its same form.
Automations are not linked to form versions. They always rely on the active version.
If an action is not feasible (email incorrectly entered, field filled with a prohibited value, etc.), it will be ignored.
It is possible to perform several actions on the same trigger or to trigger an action on several triggers by creating several automations.
A date automations is only launched once (this date cannot be modified once the automation has been completed).
Imports, mass modifications and migrations do not allow for an automations.
When modifying a field in a form, the field permissions are not taken into account.
Do not use listing mode on the automation action "send a report" because there is an incompatibility.
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