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 records, Alert records and Task records upon the creation of New data or Edit to existing data. It can also be used to set default security groups and also send notifications regarding completed Tasks.
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 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, People Links, Alerts and Tasks records and Security Groups 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
You also have the ability to set individual Rules inactive. This means that you can have all your other rules trigger but this specific one will not. if you wish to have this rule trigger again then change the checkbox to a tick. As soon as you save the update then the rule will trigger when applicable.
Fig 3 - Active checkbox