Once you have finished setting up the Conditions on an Automation, You can set up your automation to update the value of a single, multi select, numeric or short text field (or Risk Review Frequency) when the automation is triggered.
Please Note: If the numeric field is a formula, you cannot directly select it for updating through automation. However, you can choose the individual fields that constitute the numeric formula to update values using automation, which will subsequently update the formula.
To do this click on the + button, and select Update Fields as the Automation Type
Then click on the Update Fields card
You will then see 2 different tables.
The first allows you to replace the value in Single, Multi select, Numeric and Short Text fields when the conditions are met. The second option allows you to only add values to Multi select fields when the conditions are met. Your automation is able to have multi select fields in both tables.
To add a field to be updated click on the blue + button:
You will then need to select the field that you want update, and the value(s) that you would like to use:
You can update multiple fields per Automation. Once you are finished click on Update to save your changes:
Now when the Automation is triggered, the fields set up in this section will have their values replaced with the ones selected. For instance in the above example when the Automation is triggered the Person Responsible will be changed to Declan, and the Locations field will be set to Melbourne Office.
Another Example below has the contract location be set to the Sydney office but the Person Responsible will be updated to include Declan alongside whoever was already there
In the example below the Carbon Emission Value will be set to 65% and Acceptable Carbon Emission to “Carbon Emission above 30% is unacceptable” when the automation is triggered.
You can also use the automation to update the Risk Review Frequency if your template has risk enabled. On the Replace values in these fields table you will see Review Frequency as an field option, which when you select you will see the review frequency setup
Update Risk Review Frequency Rules
- If the Risk Review Frequency is set to No Review on a template and you set up an automation to change the frequency, it will override the no review settings and apply whatever review frequency you have set up on the automation.
- If there is no First Review Date for the Risk Review then Folio will set the first review date to be the next date by the frequency you have selected (For example if the automation updates the frequency to yearly then the first review date will be an year from tomorrow, or if it is weekly it will update it to be tomorrow plus one week).
- Please Note: Update automation will also override whatever frequency is on the folio record. Meaning if the user is able to edit the frequency and has set a frequency, then if the automation runs after that it will override whatever the user has setup.