The Automation feature can be used in connection with Lists to allow you to set up Rules to automatically trigger the system to create certain Actions, these Actions can be to automatically create specific records based on a certain set of Criteria.
Automation triggers the creation of new Contract People Link records, Alert records and Task records upon the creation of New or edit to existing data.
If you have created a specific List, for example a number of Alert Templates within an Alert List, then you can set up Automation Rules with Criteria to trigger the system to automatically create these Alert records once a new Contract or Party record has been created or edited, rather than you entering them manually one by one.
You can create as many Lists and Rules as you wish, multiple Actions can be triggered at the same time so when you create a new or edit an existing record, the People Links, Alerts and Tasks records can be automatically created for you by the system.
The List functionality is usable without Automation, you can create Lists and then manually add them to a Contract or Party record at any time, but if you wish the system to automatically create these records for you then you must switch the Automation feature on in your account.
TIP: For more information about how to manually apply Lists to a record please click here
Navigate to: Configuration => Automation => Configuration
Fig 1 - Automation Configuration
There are two settings in the automation configuration feature.
Fig 2 - Automation Configuration
Automation Rules Active - When set to 'Yes' this means that any Rules that you create will be triggered in the system automatically.
If you wish to create all your Rules but not have them trigger just yet, set the value to 'No' this means that you can spend time creating your Rules but they will not trigger until you are ready. Once you have created all your Rules, change the setting to 'Yes' and your rules will trigger automatically from that point onwards.
Execute - This is where you define All or just the First Found Rule to apply
- All matching Automation Rules - Every Rule will apply one by one
- First matching Automation Rule only - When the system finds the first Rule that applies to you data, that will be applied and no other
Creating an Automation Rule
Click on the option of Automation Rule, any existing Rules will be displayed in the summary screen.
To create a new Rule, click on the [New] button on the top right of the screen, a blank Automation Rule record will display.
Fig 3 - Automation Rule Form
Complete the fields as required:
Name: Name for the Rule
Entity: Select which type of record this rule should apply to - depending on your choice, when creating or editing that type of record, this Rule will apply.
Criteria: Click the cog icon to create the Criteria details - if no Criteria is selected then the Rule will apply to all Entity records
Priority: Set a Priority for the Rule, the highest number for a Priority will apply first
- Rules numbered 1 - 10, number 10 will be applied
- Multiple Rules with the same Priority number, the first Rule that was created with that Priority number will be applied
Trigger: Current Triggers are 'On Creation' or 'On Edit'.
Note: Once a Rule has been saved, the Entity value cannot be altered, if this is in error then the Rule must be deleted and created again
Create Trigger Criteria
Without Criteria the Rules that you create will apply to all of your Entity records, if you wish the Rules to apply in certain circumstances then you must specify the record Criteria.
Click on the Cog icon to open up the Criteria pop up. Here, all of your selected fields will be displayed, drag and drop to the right the fields you wish to use as Criteria.
Fig 4 - Criteria Pop Up
When a field is moved to the Criteria section a relative pop up will appear for you to enter the detail. Enter your details and press [Save].
Fig 5 - Creating Criteria
You can as as many fields to build up your Criteria, depending on the field that you have selected the pop up will reflect the values that you can choose. You can also specify an Evaluation Order using the 'AND' and 'OR' drop downs that appear.
The above field is allowing you to specify one or multiple Contract Types, the below field is allowing you to specify a range for the End Date field
Fig 6 - Multiple Criteria Values
Once you have entered all your Criteria then press [Save}, the screen will close and the details will be displayed in the Criteria field.
Fig 7 - Criteria details display
If you wish to alter Criteria, click on the cog icon to display the Edit Criteria pop up again.
Edit Trigger Criteria
If you have chosen the Trigger of 'Edit' then the functionality mentioned above is the same, the difference is the options in the pop up you will be presented with.
Fig 8 - Edit Criteria options
As you are triggering actions based on the Edit of a field then you can choose what type of Edit is applicable.
- Is - Current value of the selected field
- Has Changed From - Original value of the selected field
- Has Changed to - new value of the selected field
This means that you can create complex Criteria to trigger specific Action(s), such as:
If a 'Legal' <Type> Contract for <Department> 'HR' with a <Currency> of 'US Dollar' changes its <End Date> from 'This Year' to 'Next Year', create this <Task> for the Account Manager to process paperwork.
To remove Criteria, click the 'X' on the field and the value will be removed.
If you wish to Edit existing Criteria, click the cog icon on the field and the Criteria pop up will appear again for you to amend your values.
You can add as many fields as you like to build your Criteria, each time a field is added the AND and OR drop down fields are added to allow you to select the order in which the Criteria should apply, you can change the order by adjusting the value using the AND/OR drop downs.
Once saved your Criteria field will display the Criteria information that you have added
Fig 7 - Saved Automation Rule
Adding Actions to a Rule
Now your Rule has been created then you can specify what Actions are to take place when the Rule is triggered. In the Action tab press [New] to launch the Action pop up.
Select a Type - this will display all the current List Types available (People Link, Alert & Task), select the List Type you wish use, the field to the right will update its label depending on which Type you have selected, for this example we are using 'Alert Lists'.
Fig 8 - Action Type
Once your List Type has been selected, you can choose the specific List from the ones you have created, click in the field and a drop down will display with all your current Lists, you can select more than one List to apply, select your chosen List(s) and [Save].
Fig 9 - Selecting Action Lists
TIP: Click here for further information about how to create Lists
Create all your Actions for your Rule, the below example applies to all Legal Type Contracts and will create specific Legal People Links, Alerts and Tasks when the Contract record is created.
Fig 10 - Automation Rule with Actions
Repeat until all your Rules and associated Actions have been created.
When you create a new or edit an existing record that is within the Criteria of a Rule, the Actions will be automatically created when the record is [Saved]
A notification message will appear at the bottom of the screen informing you of the Rule that has been applied to the record.
Fig 11 - Automation Rules applying to a Contract Record
Note: If you no longer wish to use Automation, set the configuration option 'Automation Rules Active' to 'No', all your Rule records will retain but they will not apply automatically until you switch the setting again.