When creating an automation to perform actions based on specific behaviour or activity within your site, the automation must know "WHEN TO APPLY." This section of the automation is also referred to as the activation or activation statement and is one of three integral pieces of an automation. This article is an overview of the When statement and how to configure the first piece of your automations.
- Automation Activations ("WHEN TO APPLY")
- How to Configure the Activation
- Activation Sources
- Activation Events
- Modifying the Activation Source
"WHEN TO APPLY" defines the specific action that will "activate" the automation. When the activation occurs, the automation will begin validating conditions within the automation. If the conditions have been met the specified actions will be performed in the order they are listed in the "DO" statement. An automation cannot be created or saved without an activation.
There are two mandatory selections in finalizing the automation's activation:
The source of the event.
The event or action that will cause the automation to fire if the given rules have been met. The event prompts the automation to begin verifying if the given rules have been met at the time of the activation except when "applicant task" is the selected source.
|Target (not always required)||
Targets the specific task that will prompt the automation to fire.
To set a target:
NOTE: Only available when Applicant Task is the selected source.
To setup the activation (WHEN TO APPLY) for an automation:
- Select a Source
- Select an Event
- If an application task source, set the Target by first selecting the stage the task exists, then the task title
- Select Set activation
NOTE: The build above depicts an activation statement after Set activation has been selected.
To edit an activation:
- Select the Edit icon
- Update any necessary selections
- Select Update activation
- Read the confirmation statement that appears on your screen and confirm
WARNING! When an activation source has been changed ALL conditions and actions will be cleared from the automation. If making significant changes to an automation we would strongly recommend duplicating the automation first to have a reference to reconfigure the rules and actions the automation once checked and performed. This occurs due to the availability of some actions and rules with specific activation sources.
Setting an activation source is the first step to building the activation of your automation. The selection made here determines what choices will be available in the Event menu.
Activation is based off of the movement, status and other activities that affect the application
Activation will be based off the activity of a specific task
Will activate based on review activity
Will activate based on final decision activity
Available events will vary based on the previously selected source. These events are presented below to explain the instances where an activation statement will be considered validated. They have been organized under their respective source types for organizational purposes.
- 'Application' Sourced Events
- 'Application Task' Sourced Events
- 'Review' Sourced Events
- 'Decision' Sourced Events
|Application has been submitted||Applicant has submitted their application|
|Application has changed stage||Applies to both automated and manual movement of the application.|
|Application has been moved to trash||An administrator or an automation has moved the application to trash.|
|Application has been archived||An administrator or an automation has archived the application.|
|Application has been withdrawn||An administrator, the applicant, or an automation has withdrawn the application.|
|Application has been created||An applicant, administrator, or automation has created an application.|
|Application has been reviewed||The reviewer has submitted their review|
|Collaborator added to application||
An applicant has added a collaborator to an application.
NOTE: Applies to when the collaborator has accepted the request.
|Application has been declined||The status of the application has been updated to declined either manually or through an automation.|
|Task has been started||The task has been started and saved, but not completed.|
|Task has been completed||
A task been submitted and the status of that task appears as complete.
NOTE: This will only fire upon the initial completion of a task and no other instance thereafter.
|Task has been edited after completion||
A task has been completed, re-entered for edits, and submitted again.
NOTE: This would cause the automation to fire multiple times if all rules have been met: first upon initial completion, and again for any time the task is submitted thereafter.
|Reviewer has completed a review||
The automation will be activated any time a reviewer submits a review decision.
NOTE: If the review task is editable, the automation will be activated each time the review decision is submitted.
|Reviewer has been assigned to an application||
Will be activated any time an assignment has been made manually, through stage assignments, or assignment rules.
NOTE: The automation will be triggered for each assignment, including when manual assignments are made in bulk.
|Review task has been completed||
The automation will activate when a specified review task has been completed.
|Application has been awarded||
The status of an application has been updated to awarded by an administrator or an automation
Certain actions and conditions are not available for particular activations. Because of this, if the source activation is cleared you will be presented with the following warning:
This will be displayed anytime an activation source is changed to notify you that all conditions and actions set for the automation will be REMOVED. This action cannot be undone.
If making extensive changes to an automation that would result in clearing the progress you've made, we would recommend proceeding as follows:
- Duplicate your current automation
- Update the copied version
- Set the conditions and actions for the copied automation, referring to the original where applicable
NOTE: If the source of the activation is not being changed then this warning can be ignored.