Once you have finished setting up the Conditions on an Automation, if you want an action to be assigned to a user when the automation is triggered first click on the + button at the top of the screen:
In the popup that appears select Action in the Automation Type, and then select an action to be assigned from a pool of your existing checklists, or click Create a New Action if you would like to make a new one.
Once you have selected or created an action, the action assignment popup will appear to let you enter the assignment details:
- Person Responsible: Who will be responsible for the assignment that is created. To base the Person Responsible on a User Lookup field on the Folio instead, select the Based on a Field option and pick the field you want:
- Business Unit: What business unit will the assignment fall under.
- Due Date: When will the assignment be due. There are several options for how to pick the due date of the assignment:
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- A date after conditions are met: The assignment can be due in x number of Days/Weeks/Months after the automation is triggered. Note: The due date must be at least 1 day after the automation is triggered. this means that you cannot have an automation that assigns an action due on the same day.
- Based on a date: Base the due date of the assignment on a Date Field on the Folio record, for example the Commencement or End Date.
- Before a date: Base the due date of the assignment on a number of days/weeks/months before a Date Field on the Folio record, for example x number of days before the End Date.
- After a date: Base the due date of the assignment on a number of days/weeks/months after a Date Field on the Folio record, for example x number of days after the End Date.
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- Repeat: Select this option if the assignment needs to be repeated. You can set up an end date for the repeat but if the automation is triggered after this end date, the assignment will not be created.
- Linked Folios: The assignment automation will automatically be linked to the Folio that it is created by but you can link it to other Folio/s by default.
There are further settings that can be changed under Assignment Settings. Details of these settings can be found in this article on assigning actions.
Once you are finished click Create. Now when the conditions are met and the automation is triggered an action assignment will automatically be created based on the above settings.
You will now see this action on the left side of the screen. You can have multiple action assignments set up against the one automation. If you select an action on the left side of the screen you can edit the details of the assignment by clicking on Edit:
If you no longer want an assignment to be made from an action then you can instead retire the assignment:
If you retire the assignment it will disappear from the list on the left side of the screen. To add the assignment back in, click on the ellipsis and select show retired:
You can then add the setup back in by selecting Unretire:
