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Automations

Updated: Jan 30

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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