Automations are powerful tools to allow records to follow a specific workflow for efficient processing of information.
This feature allows conditions to be defined for the automatic movement of information across phases, assignments, and events, without manual intervention.
To setup an automation, first the user will specify the trigger to take an action when:
- A record is created
- A record is updated
- A record is moved
- A date condition is met
And vs Or Conditions
Multiple conditions can be combined together using AND/OR rules for a specific automation trigger.
When conditions 1 AND 2 are connected, both of the conditions must be met in order to start the workflow for the automation. However, if the user specifies conditions 1 OR 2 are met, either condition can start an automation.
Multiple combinations of AND / OR conditions may be used as shown below:
The result of the conditions being met can setup several events to take place:
- Send an email
- Update field(s)
- Assign Users
- Move Records
- Perform a Calculation
Send Automatic Emails
Send Automatic Emails
A user can automatically send an email to notify specific users when a record is created, updated, or moved to another phase. In the automatic email, data from fields can be inserted. For example, if the user would like to include their name or organization of the record.
Send SMS Messages
If end users in your account have added their phone number to their personal user information, they can be added as recipients to receive custom tailored text messages that can be designed using insert fields from your database. These messages can be triggered by the various conditions listed above which include (on create, update, record move, date based, and when certain values or columns are adjusted or changed to specific values.)
Update Fields & Assign Users
Specific fields can be updated for an automation rule. Different users can be assigned to a record by setting an automation to update the value of the Assignee field.
Multiple fields can be updated using the same condition by adding multiple fields into the automation.
Calculations can be performed by updating fields with data represented in the record
When multiple numeric fields are inserted into calculations, fields have the ability to add, subtract, multiply, etc.
Records can be moved to different Phases to represent new action items that need to take place related to the record.
Multiple Rules can also be setup to work together.
For example, if a record is assigned to a specific user it will move to ‘Phase 10’. Then, another automation can be specified to update the ‘Priority’ of the record to ‘Level 1’.
AI Matching is a feature that pairs data from different tables based on conditions that are set. For example, a company may be hiring students for internship roles. By using AI Matching, the hiring manager can see which applicants fit the job requirements based on conditions such as job applied for, school, degree, and year of study. To use AI Matching, users must first create a “Link to workflow” field within that table.
When setting conditions, users can specify which field and phase to match.
Conditions are broken down into two parts: MUST HAVE conditions and OPTIONAL conditions. The MUST HAVE conditions are criteria which are absolutely required when matching. OPTIONAL conditions can be listed in order of priority.
Users can manually select the data from a given list of available matches. Optionally, users can select “Match automatically” to let the system automatically populate the records with the correct matches. The maximum number of matches per record can be specified.
The “Resource allocations should be unique” option allows the auto-matching to distribute the matches in a 1-1 method. Data matched in one record will not be matched with another.