To set up an automation click on the Automations tab on a Folio Template:
On the Automations tab you will see a list of all the automations that have been set up for this template. If no automations have been set up then you will only see the default New Folio Notification. To create a new automation, click on the New Automation button:
You will then see a pop up window prompting you to give the automation a title. Do so then click Create:
After clicking Create you will be taken to the setup screen for that automation. A new automation will just have the Conditions that will need to be met for the automation to run.
Automation Triggers
Click on the Conditions card on the left side of the screen to start setting up the automation.
First you will need to select what triggers the automation. The options are:
- Creation: Automation is triggered when a new Folio is created.
- Updating: Automation is triggered when a Folio is updated.
- Closing: Automation is triggered when a Folio is closed.
- Moving to the Stage: Automation is triggered when the stage of a Folio is changed.
- Rejecting: Automation is triggered when the Folio is rejected to move to the next stage.
- Date: Automation is triggered based on a date field on the Folio
Creation, Closing and Moving to the Stage options also provide the ability to Delay the automation. For these options you can choose to run the automation immediately on Creation/Closing/moving to the stage or you can delay the automation by days, weeks or months after the Folio was Created/Closed/Moved to a stage.
If you select delay then the notification for this email is restricted to being a part of the Daily Digest
Please Note: For delayed automations the conditions will be checked on the day automation is supposed to run. For example an automation is supposed to run 7 days after creation and the condition is Status = “Open”. That means if a folio is created on 1st March and automation when triggered on 8th of March, it will check if the Status = “Open”. If not then the automation will not run.
Moving to the Stage:
For this option you are also required to select what stage this automation applies to:
Date Based:
Date based option allows you to pick any date on the folio template and setup automation based on it. It allows you to set up an automation on date, before date or after date. In below example the automation will run 7 days before the date in the “End Date” field of the folio:
Please Note: If you choose Date option then notification can only be sent in Daily Digest.
Conditions
Next you will need to select what conditions on the Folio need to be met for this automation to trigger.
ALL Conditions & ANY Conditions
Conditions are split into two sections:
- Meets ALL of the following Conditions: The automation will need to meet ALL these Conditions to be triggered.
- Meets ANY of the following Conditions: The automation will need to meet at least one of the ANY Conditions to be triggered.
Taken together, the automation will be triggered when the All conditions AND at least one of the ANY conditions are met.
A Condition
A condition has three parts:
- Field: Automations support all single select, multi select, hierarchy fields and numeric fields, as well as Risk fields and the current status and stage of the Folio.
- Operator: Gives the status of the values in the field, such as 'has' 'changed from', 'changed to' etc. For a full list of the operators see the table below.
- Value: The field value, For hierarchy fields you are able to include sub answers aas well.
These parts come together to form a condition as Field + Operator + Value.
For example: Business Unit + Contains any of these values + Customer Services.
This would mean that this automation would only go out if the Business Unit field includes Customer Services.
Below is a table of the Operators and under what send conditions they are available. Some operators differ between single select and multi select, the multi select options are in bold.
| On Creation | On Update | On Close | On Stage move to | |
|---|---|---|---|---|
|
Is/ Contains any of these Values |
||||
|
Is Not/ Contains all of these Values |
||||
| Changed | ||||
|
Changed To/ Any of these Values were Added |
||||
|
Changed From/ Any of these Values were Removed |
Additionally for numeric fields the following operators are available
- Equal To
- Range
- Greater Than
- Less Than
- Changed (Only Available on updating)
Click Update when you are finished to apply the changes.
Fields on a Table
If the conditions in an automation are based on one or more fields on one or more tables, any time those conditions are met the automation will be triggered. The conditions do not need to be on the same row of the table.
If you click on the ellipsis at the top right of the automation you will be given several options:
- Copy: Make a copy of this automation on the template. You will need to give the new automation a title after selecting Copy.
- Deactivate: The automation will no longer be triggered when the conditions are met on a Folio. A deactivated automation can be reactivated using the ellipsis if it is needed again in future.
- Delete Permanently: The automation will be permanently removed from the template.
- Show Retired Actions: Action assignments tied to the automation that have been retired will not be visible by default. This option allows to to see those retired actions, and unretire them if needed.
Next Steps:
Sending a Notification with Automations
Assigning an Action with Automations