Navigate to:  Configuration -> Automation -> Automation Rules


Fig 1 - Automation in Configuration


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, and a blank Automation Rule record will display.


Fig 2 - Automation Rule Form

Complete the fields as required:


Name: Name for the Rule

Entity: Select which type of record entity this rule should apply to - depending on your trigger choice, when creating or editing this 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

  • I.e. Given Rules numbered 1 - 10, number 10 will be applied first
  • Given multiple Rules with the same Priority number, the first Rule that was created with that Priority number will be applied first

Trigger: Current Triggers are 'On Creation', 'On Edit' and 'On all Tasks completed'


Note: Once a Rule has been saved, the Entity value cannot be altered. If an error has been made, then the Rule must be deleted and created again.


'On Creation' Trigger Criteria 

If you do not add any Criteria to your Rule, then it will apply to all of your Entity records. If you wish the Rules to apply only in certain circumstances, then you must specify the record Criteria. 


If you have selected the 'On Creation' trigger, click on the Criteria field 'Cog' icon to open up the Criteria pop up.  Here, all of your selected entity fields will be displayed. Drag and drop to the right the fields you wish to use as Criteria.


Fig 3 - 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 criteria details, and press [Save].


Fig 4 - Creating Criteria


You can add 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 allows you to specify one or multiple Contract Types, and the below field is allows you to specify a range for the End Date field.


Fig 5 - Multiple Criteria Values


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' is created then create a <Task> for the 'Account Manager' to process paperwork.


Once you have entered all your Criteria, press [Save], then the screen will close and the details will be displayed in the Criteria field.


Fig 6 - 'On Create' Criteria details display


'On Edit' Criteria


If you have chosen the Trigger of 'On Edit', then the Criteria functionality mentioned above is the same. The difference is the options in the pop up you will be presented with.


Fig 7 - Edit Criteria options


As you are triggering actions based on the Edit of a field, 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.

 

Once saved, your Criteria field will display the Criteria information that you have added.


Fig 8 - 'On Edit' Criteria display

Removing Criteria

To remove Criteria, click the 'X' on the field, and the value will be removed.


Editing Criteria

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.


Multiple Criteria

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.  


Contract Value Criteria


In the Criteria list for a Contract, there is a field referenced as '[Value] Primary Value'.


Fig 8 - Contract Value Criteria


This field is referring to the main value that you have selected to be displayed in your Contract summary screen.  As each Contract can display different value options (see below), the one that you have marked with a star is the value displayed in your Contract Summary screen. This is the value that this field is relating to.


Fig 9 - Contract Value Display Options