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 for new Contract or new Party record, more Actions and triggers will be developed in the future.
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 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 save a new Contract or Party 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
Ensure that the setting of 'Automation Rules Active' is set to 'Yes' this means that any Rule 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 for future records.
Creating an Automation Rule
Click on the option of Automation Rule, any existing Rules will be displayed, to create a new Rule, click on the [New] button on the top right of the screen, a blank Automation Rule form will be displayed.
Fig 2 - Automation Rule Form
Complete the fields as required:
Name: Name for the Rule
Entity: Select which feature this rule should apply to - the current options are 'Contract' and 'Party' depending on your choice, when creating either a new Contract or Party 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 Trigger is 'On Creation' - more triggers are to be released in the Future
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
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 trigger Criteria.
Click on the cog icon to display the Criteria pop up, all of your selected Entity fields will be displayed, drag and drop the fields you wish to use as Criteria.
Fig 3 - Criteria Pop Up
When a field is selected to the criteria section a relative pop up will appear for you to enter the detail.
Fig 4 - 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.
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 5 - Multiple Criteria Values
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 6 - Saved Automation 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 7 - 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 values, you can select more than one List to apply, select your chosen List(s) and [Save].
Fig 8 - 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 9 - Automation Rule with Actions
Repeat until all your Rules and associated Actions have been created.
When you create a new Contract or Party record 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 10 - Automation Rules applying to a Contract Record
Note: Automation only applies when a record is initially created, to apply lists to existing records this must be done manually, for more information please refer to the List article.
Note: If you no longer wish to use Automation, set the configuration option to 'No', all your Rule values will retain but they will not apply automatically.