Automations allow you to define automated action within a form. They follow the below logic:
- WHEN an event happens
- IF the submission verifies a condition
- THEN an action is performed
Automations are defined within a form, hence affecting only the submissions of this form.
It is a way to optimize your work by automating some of your processes.
A few examples of the possibilities offered by Daxium-Air:
- Send a push notification to a mobile device when a user is assigned.
- Assign automatically a user when a submission is in a specific state.
- Send an email to the assignee if a submission hasn't been updated in 5 days
- Send a confirmation email to the requester when a submission arrives in a final state.
- Delete the value of a field when a specific date is reached (date defined in the submission).
- Set a reminder up (mail or push notification) at a specific date.
- Update an external tool when modifying data in Daxium-Air.
Automations are configured in the form builder, whenever there is an active version of the form.
Name of the automation
Allows you to identify your automation.
You can select here the event on the submission which will trigger the automated action. You can choose between:
- Submission created
- Submission modified
- Submission not modified since X days
- Date of a date field is reached
- Workflow transition of a submission.
It is possible to trigger the automation only if a condition is verified. It is not mandatory to put a condition.
Conditions can be chosen amongst the conditions of the form. It is the same conditions as the ones for field permissions. A condition for automation can't be based on the current user.
Finally, you can choose the action which will be executed. Here are the available actions:
- Send a push notification
- Send an email
- Report generation (Word, Excel, PDF)
- Edit a field's value
- Change the workflow state of the submission
- Changed the assigned user
- Mange subscribed users of the submission
- Call an external URL to set a webhook up (more information in the developer's documentation).
You can activate or deactivate an automation.
You can also choose the order of execution of automations. It allows you, for instance, to make sure to first change the assignee before sending him an email. Automations with launching order of the lowest value are executed first.
A few specificities
- Automations done can be found in submissions' history.
- An action cannot trigger another automation. Hence, it is not possible to cascade automations.
- A submission in a final workflow state is not subject to automations. However, you can execute an automation on the transition of a submission to its final state.
- An automation will not work in task planning.
- Automations are not linked to forms versions. The are always based on the active version of the form.
- If an action is not doable (the wrong email is entered, a field filled with forbidden value, ...) it will be ignored.
- It is possible to do multiple actions on the same trigger, by creating multiple automations.
- Date automations can be triggered only once.
- Imports, mass updates and migrations do not trigger automations.
- During a field modification of a submission, the permissions on the fields are not taken into consideration.