One or more Automations can be created to automatically assign Form Records to be completed by team members.
Click on the Automations button of a Form
Click on +Add New
You can now create a Trigger and an Action
Select a Trigger
A Triggers is an activity that occurs to cause the form to run automatically. The defined list of Triggers available are:
There are 5 types of automations that can be created:
Date Schedule: which creates and assigns a Form Record to a team member at a predetermined frequency
When a checklist instance is completed: which creates and assigns a Form Record to a team member upon completion of a Checklist Instance
When a step in a checklist instance is completed: which creates and assigns a Form Record to a team member upon completion of a step in a Checklist Instance
When a new team member is added: which creates and assigns a Form Record to a team member when a new team member is added to your account
When a Form is submitted: which creates and assigns a Form Record to a team member when another Form Record is completed.
Trigger: "Date Schedule"
Use the dropdown to choose Date Schedule, which will then display the fields required to format this trigger type.
Enter the Frequency (daily, weekly, etc) and how often you wish it to repeat
Enter the Start Before time to specify when you want the checklist instance to initiate and invite collaborators automatically
Enter the Timezone you want the automation to occur in
Enter the Start Date of when you want the instance to start
Enter an End Date if you'd like the date schedule to turn off after a specified period of time. Note: leave End Date blank if you want it to run until you choose to turn it off
Trigger: "When a Checklist Instance is Completed"
Use the dropdown to choose When a checklist instance is completed, which will then display the fields required to format this trigger type
Search for and select the checklist that will trigger this Form when it's completed
Checklists with Supervisor Sign-Off
If the checklist has a supervisor sign-off, you'll need to choose if you want this trigger to initiate before or after the sign-off is completed
Trigger: "When a Step in a Checklist Instance is Completed"
Use the dropdown to choose When a step in a checklist instance is completed, which will then display the fields required to format this trigger type
Search for and select the checklist that will trigger this quiz when it's completed
Then use the drop down to choose the step that will trigger this automation
Activity Step: if you choose an activity step there's nothing else to do to this trigger
Decision Point: if you choose a Decision Point as the step completed, it then will ask you to choose which of the conditions selected will trigger the automation
You can choose one or more of the options in the Decision Point
Trigger: "When a new team member is added"
Use the dropdown to choose When a new team member is added, which will then display the fields required to format this trigger type
Adding specific Company Roles is optional. If you leave it blank, whenever a new team member is added the trigger will occur. If you add a role, or roles, then the trigger only occurs when a team member is added and has the role you have set up in the automation
If the new team member should be a collaborator on the checklist, select the checkbox
Trigger: "When a form is submitted"
Use the dropdown to choose When a form is submitted, which will then display the fields required to format this trigger type
Type in the first three letters of the Form title, and select it from the list.
If you would like the same collaborators or respondents to be assigned to this Form Record, tick the box Add the respondent from the trigger form?
Create an Action
In the Action section, enter the Form Record Title. This will be the name of the Record Title that will run on a recurring basis.
For example, if you are automatically running a Temperature Record for a particular cafe location, the Record Title could be “dd MM yyyy | Fridge 1 Temperature Record | Cleveland Cafe”.
This Record Title is made up of a Full Date Token and details of the equipment and the cafe location. Other date, time, and assigned respondent details can be automatically inserted.
The available tokens are:
Full date (dd MM yyyy)
Month Only (MM yyyy)
Previous Month (MM yyyy)
Future Month (MM yyyy)
Current Time (hh:mm)
Assigned Respondent Name (Firstname Last name)
Assign Respondents
Click the Assign button to assign people or role/s to the Form Record
Click Save
Once saved, the Automation details panel collapses. It can be edited at any time by clicking the Edit button.
Additional automations can be added by clicking +Add New.
